Professional Documents
Culture Documents
A publication of the
National Wildfire
Coordinating Group
Interagency Incident
Business Management
The NWCG Standards for Interagency Incident Business Management, assists participating agencies of
the NWCG to constructively work together to provide effective execution of each agency’s incident
business management program by establishing procedures for:
• Uniform application of regulations on the use of human resources, including classification,
payroll, commissary, injury compensation, and travel.
• Acquisition of necessary equipment and supplies from appropriate sources in accordance with
applicable procurement regulations.
• Management and tracking of government property.
• Financial coordination with the jurisdictional agency and maintenance of finance, property,
procurement, and personnel records, and forms.
• Use and coordination of incident business management functions as they relate to sharing of
resources among federal, state, and local agencies, including the military.
• Documentation and reporting of claims.
• Documentation of costs and cost management practices.
• Administrative processes for all-hazards incidents.
Uniform application of interagency incident business management standards is critical to successful
interagency fire operations. These standards must be kept current and made available to incident and
agency personnel. Changes to these standards may be proposed by any agency for a variety of reasons:
new law or regulation, legal interpretation or opinion, clarification of meaning, etc. If the proposed
change is relevant to the other agencies, the proponent agency should first obtain national headquarters’
review and concurrence before forwarding to the NWCG Incident Business Committee (IBC). IBC will
prepare draft NWCG amendments for all agencies to review before finalizing and distributing.
The National Wildfire Coordinating Group (NWCG) provides national leadership to enable interoperable
wildland fire operations among federal, state, tribal, territorial, and local partners. NWCG operations standards
are interagency by design; they are developed with the intent of universal adoption by the member agencies.
However, the decision to adopt and utilize them is made independently by the individual member agencies and
communicated through their respective directives systems.
NWCG STANDARDS FOR
INTERAGENCY INCIDENT BUSINESS MANAGEMENT
Chapter 10 Personnel
Chapter 20 Acquisition
Chapter 70 Claims
1 Chapter 10 – Personnel
2 Objective
3 This chapter provides information and procedures regarding management of human resources,
4 including recruitment, pay, commissary, injury compensation, and travel. Specific and complete
5 regulations are available from federal or state Human Resource offices. Applicable provisions of
6 collective bargaining agreements are not waived.
7 Responsibilities
8 Recruiting agency responsibilities:
9 • Ensure the development of recruiting plans.
10 • Provide training and certification.
11 • Complete the hiring paperwork.
12 Hiring unit for casual hires responsibilities:
13 • Complete the hiring paperwork.
14 • Apply the provisions of the Administratively Determined (AD) Pay Plan for Emergency
15 Workers.
16 • Ensure incident qualifications are current.
17 Recruitment
18 Recruiting plans, hiring instructions and operating procedures should be developed by agencies in
19 advance of incidents and include: sources of personnel, age requirements, physical fitness, proper
20 clothing, conditions of hire, wages, and any special procedures pertaining to recruitment and use of
21 personnel. All personnel will be covered 1) under the AD Pay Plan for Emergency Workers as a
22 casual; or 2) under a cooperative agreement; or 3) under a contract; or 4) as a regular government
23 employee.
24 Resources
25 Organized Crews
26 Organized crews under agreements (e.g., crews from other agencies, Native American crews,
27 agricultural workers, National Guard, and prison inmates) are managed in accordance with the terms of
28 those agreements.
29 The agency that establishes the crew agreement is responsible to:
30 • Identify incident behavior expectations.
31 • Document consequences for inappropriate behavior in the crew agreement.
32 • Ensure incident behavior expectations are provided to crew personnel.
33 • Establish procedures to document acknowledgement of receipt of this information by crew
34 personnel.
35 Agencies may choose to utilize the Incident Behavior Form, PMS 935 (Exhibits 8 and 9).
36 Agreements for organized crews hired as casuals shall comply with the AD Pay Plan (Exhibit 1).
1 The hiring unit is responsible to screen organized crews before they are transported to an incident and
2 ensure all crew personnel have proper clothing and meet position and physical fitness qualifications.
3 Crew representatives or crew bosses are responsible to provide a copy of the agreement, upon request, to
4 the Incident Management Team (IMT) or incident agency to ensure the terms of the agreement are met.
5 Crews provided under contract (known as contract crews) are governed by the terms of the contract and
6 the provisions in this chapter do not apply.
7 Casuals
8 Single resource casuals may be hired locally or through state employment offices. Hiring of casuals
9 through a state employment office shall be in accordance with an agreement and understanding reached
10 prior to the incident on hiring methods and procedures for casuals. Hiring units must adhere to the
11 provisions in the AD Pay Plan when hiring casuals. Units are responsible for designating the
12 appropriate agency hiring official, either by name or position.
13 Individuals who have a financial interest/contract with a federal/state/local entity may be hired as a
14 casual for incident support if the nature of their financial interest/contract is not related or similar to the
15 position/duties they are being hired to perform as a casual.
16 Nonresident aliens may be hired and paid as casuals for the duration of an incident (Comp. Gen. B-
17 146142, 6/22/61). The Internal Revenue Service (IRS) requires each nonresident alien to have a valid
18 Social Security number (SSN) at the time of hire. The Immigration Reform and Control Act of 1986
19 (Simpson-Rodin Act) also requires completion of an Employment Eligibility Verification, I-9 (Exhibit 5)
20 (8 CFR 274a2).
21 Hiring officials will complete the NWCG Single Resource Casual Hire Information Form, PMS 934
22 (Exhibit 7), at the time of hire and obtain the casual’s signature. Retain a copy for the hiring unit and
23 provide a copy to the casual. Follow agency policy for disposition of the original. This form is not
24 required when hiring crews.
25 If the requesting incident agency has identified on the resource order that electronic devices such as cell
26 phones, etc., are required to accompany the ordered individual, the hiring official will assist the
27 individual with obtaining government-issued or acquired property prior to dispatch. If the hiring unit is
28 unable to provide government-owned or acquired equipment, advise the individual to contact the
29 incident supervisor upon arrival. The incident unit should provide necessary equipment required by the
30 position. Personal equipment should not be taken to the incident.
31 Agencies, IMTs or incident support units should not establish Emergency Equipment Rental
32 Agreements (EERA) or other federal contracts for personal computers, laptops, cellular phones, tablets,
33 cameras, global positioning systems (GPS), or other electronic devices.
34 Federal and state income taxes will be withheld from the casual’s earnings. Casuals must be provided
35 the opportunity to complete appropriate federal and state income tax withholding forms at the time of
36 hire to ensure the correct amount of tax is withheld.
37 Casual earnings may be subject to Social Security earnings limitations. Casuals should contact the
38 Social Security office to determine applicability.
39 Casuals are required to adhere to established incident behavior responsibilities and may be released if
40 inappropriate behavior occurs.
1 Hiring units are responsible to provide the Incident Behavior form to single resource casuals, ensure the
2 casual signs the form, retain the original form and provide the casual with a copy. An Incident Behavior
3 Form, PMS 935, shall be completed annually.
4 Reference Exhibit 1 – AD Pay Plan for key positions that may only be filled by current agency
5 employees and for direction on hiring state, local, and tribal government employees.
6 It is recommended the following positions also be filled by current agency employees: Incident
7 Business Advisor (IBA), Finance/Administration Section Chief (FSC), Procurement Unit Leader
8 (PROC), Buying Team Leader (BUYL), Buying Team Member (BUYM), and Compensation/Claims
9 Unit Leader (COMP). If these or any other positions are filled using the AD Pay Plan, the hiring official
10 is responsible to ensure the individual has maintained current qualifications and experience.
11 Casuals hired under the AD Pay Plan cannot supervise, hire, order, or recommend payments that in any
12 way affect a company or contractor the casual has ownership or employment with, or perform any other
13 financial responsibilities to, or for, the company or contractor on an incident. If such working
14 conditions exist on an incident or other workplace, the casual shall disclose any relationship with the
15 company or contractor to the immediate supervisor and the Agency Administrator (AA), IBA, or FSC
16 for resolution.
17 Persons hired as casual firefighters must meet the following requirements:
18 • Be at least 18 years old.
19 • Minimum physical fitness standards as established by agency policy.
20 • Minimum training requirements for the position before assignment.
21 • Agency security requirements.
22 • Have proper clothing and footgear.
23 • All small unit leadership (e.g., crew bosses and assistants, squad bosses and/or crew section
24 leaders, engine supervisors [captains] and assistants [engineers]) must be proficient in the
25 English language and the language used by members of their crew/units.
1 Federal retirees who received separation incentive payments (e.g., buyout) may be subject to repayment
2 of incentive payment if hired as a casual. Retirees should check with the Office of Personnel
3 Management (OPM) for specific restrictions.
11 Cooperators
12 Military Personnel – Except for National Guard (see below), only organized military personnel groups
13 obtained through official channels may be utilized. Timekeeping for organized military personnel will
14 be accomplished by their own liaison.
15 The Comptroller General has held federal civilian employment and military pay statutes are not
16 compatible. The most severe emergency does not justify hiring members of the Armed Forces since
17 they cannot be compensated (27 Comp. Gen. 510).
18 Active duty military personnel, including those on leave or furlough, cannot be compensated from
19 incident funds and, therefore, cannot be hired as casuals.
20 National Guard – When the National Guard is formally mobilized and ordered out as a unit, payment
21 shall be made according to the applicable agreement. When members of the National Guard are hired as
22 individuals, they are hired and paid as specified in the applicable agreement (40 Comp. Gen. 440) or as a
23 casual under the AD Pay Plan.
24 State and Local Cooperators – State employees and local cooperators (e.g., tribal, rural, and county fire
25 departments) are hired and paid as specified in an applicable cooperative agreement and time is recorded
26 as specified in the agreement. If the cooperative agreement specifies personnel are hired under the AD
27 Pay Plan, time is recorded on an Incident Time Report, OF-288.
28 Federal Cooperators – It is permissible to utilize regular government employees from federal agencies
29 on incidents under interagency agreements (e.g., General Services Administration (GSA), and National
30 Weather Service [NWS]). Agencies are reimbursed as specified in the applicable interagency
31 agreement.
32 Permittees – Timber sale contracts and agency permits provide for varying levels of fire suppression
33 assistance. The FSC ensures time records and payments are in accordance with applicable contracts or
34 permits.
1 Pay Provisions
2 Objective
3 The following contains information concerning tours of duty, hours of work, and pay.
4 Responsibilities
5 IMT responsibilities:
6 • Ensure all pay provisions and regulations are applied and adhered to during incident
7 management operations.
8 Home Unit responsibilities:
9 • Apply agency-specific pay provisions and regulations to emergency incident pay documents.
17 Multiple-Day Assignments
18 • Guaranteed Hours on an Incident Assignment – Every day is considered a workday during an
19 incident assignment until the assignment is over or the individual is officially released from the
20 incident. This includes personnel assigned to support an incident or multiple incidents from a
21 location other than the incident camp, such as dispatchers, buying teams, administrative payment
22 teams, IBAs, and agency pilots. Therefore, Saturday, Sunday, or other scheduled days off are
23 also considered workdays during the period of the incident as long as the individual is working
24 on the incident assignment. All individuals are ensured pay for base hours of work, travel, or
25 ordered standby at the appropriate rate of pay for each workday. This is true for part-time and
26 intermittent individuals as well.
27 Exception: When personnel are required to take a mandatory day off which falls on their normal day
28 off, there will be no pay or any other form of pay compensation.
29 Record “Day Off” (to signify mandatory day off) in the On/Off columns on the Crew Time Report
30 (CTR), SF-261, and the Start/Stop columns on the Incident Time Report, OF-288. Leave the Hours
31 column blank on the OF-288. Home unit timekeeper applies agency pay regulations to determine
32 compensable hours for a day off.
33 Those individuals under a compressed 9 or 10-hour work schedule are ensured 9 or 10 hours base pay
34 per day in accordance with their regular tour of duty.
35 Individuals on first 40-hour tours or flexible work schedules are converted to a first 8-hour tour when
36 assigned to an incident and are compensated at overtime rates for all hours in excess of 8 hours in a
37 workday.
1 The entitlement for the guarantee does not begin or end at any specific time during a day, but is
2 calculated at the end of the calendar day to ensure the individual’s compensation for work, compensable
3 travel, and ordered standby is at least equal to their base.
4 Spot Change Tour of Duty – After the first day on an incident, individuals are spot changed to a
5 first 8-, 9-, or 10-hour daily tour of duty, depending upon their weekly tour of duty. The spot
6 change occurs the second day of the assignment regardless of whether the employee is in travel
7 status or has arrived at the incident. The individual resumes their normal daily tour of duty on
8 the day following return from the incident. Follow employing agency policy if spot change
9 determination is different than identified above. For a two-day incident, the unit may elect to not
10 spot change the individual’s daily tour of duty.
11 Differentials for regular federal employees:
12 • Night Work on the Incident – A regular federal employee who has been spot changed to a first 8,
13 9, or 10-hour daily tour of duty is entitled to night differential pay for all non-overtime hours
14 worked between 1800 and 0600 hours (Comp. Gen. B-193068, 5/22/84). When Federal Wage
15 System (WG, WL, WS) employees work nights, refer to normal shift requirements. Employees
16 should reference agency-specific guidance for entitlement of night differential.
17 • Retaining Regular Shift Differential on the Incident – Federal Wage System employees whose
18 daily tour of duty at the home unit includes a shift differential will continue to receive the
19 differential while assigned to the incident even though the temporary assignment does not
20 include shift work. General Schedule (GS) employees are not entitled to retain night differential
21 pay on the incident.
22 • Retaining Sunday Differential on the Incident – Temporary changes in the daily tour of duty do
23 not change the days of an individual's weekly tour of duty. Individuals who are entitled to a
24 Sunday differential during their weekly tour of duty at the home unit retain the Sunday
25 differential while assigned to the incident. Individuals whose weekly tour of duty does not
26 include Sunday differential may not be paid Sunday differential on the incident.
27 • Regularly Scheduled Overtime – Both Federal Wage System and GS employees, who are
28 compensated for regularly scheduled overtime, lose this entitlement when spot changed to a first
29 8-, 9-, or 10-hour daily tour of duty.
1 hours in actual work or compensable travel status. Compensation will be under Title 5 USC or
2 FLSA as appropriate.
3 • Tour of Duty on the Last Day of the Incident Assignment – Any amount of recorded and
4 compensable time on the incident requires the entire last day be completed on the non-standard
5 first 8, 9, or 10-hour daily tour of duty. This applies even though regular or non-emergency
6 duties are resumed.
7 The individual returns to the regularly scheduled daily tour of duty on the next workday after emergency
8 incident work or return travel (reference Spot Change).
9 Detail Assignments
10 Agencies may enter into agreements to provide personnel for extended periods of time to meet staffing
11 needs. This may be documented through an interagency agreement or by using the Preparedness/Detail
12 Request found in the National Interagency Mobilization Guide, Chapter 80. A detail assignment in this
13 context does not require a formal personnel action. Personnel on a detail assignment are compensated
14 under normal regulations including pay for travel, overtime, and per diem. Personnel remain under their
15 normal tour of duty, unless otherwise arranged by agreement between the requesting unit and home unit.
16 Casual hires are not intended to be used in a detail capacity.
1 • Supplies may be ordered to assist with off-site assignments, following incident procurement
2 guidelines, with incident supervisory approval.
3 • Individuals will perform incident support duties and tasks under the direction of the ordering
4 incident.
5 Home Unit Responsibilities
6 • IMT or the incident supervisor will sign all OF-288s. Arrangements may be made by the
7 incident supervisor to allow for an alternate signature (e.g., Geographic Area Coordination
8 Center (GACC), Center Manager).
9 • Management and approval of time and attendance will be completed by the individual and the
10 home unit supervisor. Incident supervisor should sign electronic CTR or OF-288.
11 • Performance evaluations should be coordinated between the incident and home unit supervisor,
12 as necessary.
13 • Employees will comply with length of assignment and work/rest requirements.
14 • Employees with home unit telework agreements must comply with the conditions of their
15 agreement.
16 • Employees will adhere to all incident and agency guidelines, policies, and regulations.
17 Time
18 • Employees are not entitled to “2-hour callback” while performing an off-site/remote incident
19 assignment.
20 • If an employee works more than their normal tour of duty, they are entitled to compensation.
21 • Any time worked in support of the incident will be charged to the incident. Hours worked
22 performing regular home unit duties will be charged to the employee’s home unit funds.
23 In order to determine the appropriate entitlements that apply to incident personnel, a determination must
24 be made as to whether the individual is assigned to the incident full-time or intermittently. The
25 following scenarios have been developed as guidance. An off-site/remote incident assignment must
26 meet the parameters of one of these scenarios.
27 Scenario #1 – Employee is physically located at the duty station, or other designated off-site location,
28 and resource ordered to support an incident for 100% of their duties.
29 • A spot change in the tour of duty to first 8 (9 or 10) hours is required.
30 • Base and overtime hours are coded to the incident as prescribed by agency-specific policies.
31 • Employee is entitled to guaranteed base hours for each workday as specified in the section
32 regarding Multiple-Day Assignments.
33 • Employee must comply with work/rest requirements.
34 Scenario #2 – Employee is physically located at the duty station, or other designated off-site location,
35 and resource ordered to support an incident intermittently (after hours, etc.) while still performing home
36 unit duties.
37 • Resource order must document the employee is being “ordered to be available for incident
38 response resulting from the emergency.”
16 On-Shift Time
17 On-shift time includes actual work, ordered standby, and compensable travel. On-shift time has a
18 specific start and ending time and is recorded as clock hours. Individuals are required to report to their
19 designated work site as scheduled, ready, and willing to perform work safely.
20 Employees are paid for actual hours worked, with no guarantee of a maximum shift length, unless
21 otherwise specified in a formal, authorized agreement.
1 • Ordered Travel – All hours of actual travel are compensable. This includes traveling from a
2 sleeping facility to the work site (e.g., incident base, fireline, dispatch office, buying team)
3 location. There is no limitation on hours, except for waiting time and meal breaks as provided
4 below. See Incident Operations Driving section for driver duty-day limitations.
5 • Travel Interruptions – Employees are in compensable travel status for only actual travel and for
6 “usual waiting time” which interrupts travel. Usual waiting time is defined as time necessary to
7 make connections in ordinary travel situations and travel interruptions such as delays when
8 waiting at the airport terminals due to hazardous weather, heavy holiday traffic, airline
9 mechanical problems, etc. Travel interruptions during a period of continuous travel are
10 compensable up to 3 hours as overtime if the travel time occurs outside of the regular tour of
11 duty, except as noted in the Meal Periods section. Travel interruptions exceeding 3 hours (per
12 one-way trip, to or from the destination) where individuals are free to sleep, eat, or, to a limited
13 degree, pursue personal activities including waiting at an airport or other transportation site, are
14 not compensable, and must be shown on the CTR, SF 261, as a travel interruption. In addition,
15 the 3-hour maximum limitation applies even when the one-way trip spans two calendar days (50
16 Comptroller General Decision (CG) 519, 1/26/1971).
17 If the interruption occurs during hours within the regular tour of duty, time is compensable except for
18 meal breaks.
19 For casuals, travel interruptions are compensable up to 3 hours once the casual has reached their
20 minimum 8-hour guarantee. Travel interruptions exceeding 3 hours are not compensable if the
21 minimum 8-hour guarantee has been met.
22 • Meal Periods – Time spent eating during travel interruptions is noncompensable (e.g., eating
23 while waiting in an airport or stopping at a restaurant) and must be shown as a break on the CTR,
24 SF-261. Time spent eating while traveling in a plane, bus, or other vehicle is compensable.
25 • Commuting Between Incident Work Site and Residence – When subsistence and lodging are
26 available at the incident, transportation and travel time will not be paid for commuting between
27 the duty location and the individual’s residence.
28 • Return Travel – Return travel for employees is compensable when the initial travel resulted from
29 an event, which could not be scheduled or administratively controlled (emergency incident). The
30 time is compensable as overtime when the individual has completed the daily tour of duty.
31 Individuals whose initial travel did not result from an administratively uncontrollable event will have
32 their entitlement to return travel compensated according to pay regulations under FLSA, (5 CFR
33 550.112(g) and 5 CFR 551.422(a)) (5 USC 5544 for Federal Wage System employees).
34 Coordination with home unit and incident agency for pre-authorization is required for an individual to
35 deviate from return travel upon demobilization from an incident. Compensation for return travel ends at
36 the point and time the deviation occurs. Employees will be in a leave or non-pay status if the base hour
37 requirement for the day has not been met. Once travel to the home unit resumes, it is considered
38 administratively controllable and those pay provisions apply (reference Travel section).
39 Ordered Standby
40 An employee is on duty and time spent in ordered standby is hours of work if, for work-related reasons,
41 the employee is restricted by official order to a designated post of duty and is assigned to be in a state of
42 readiness to perform work with limitations on the employee’s activities so substantial that the employee
43 cannot use the time effectively for his or her own purposes. A finding that an employee’s activities are
1 substantially limited may not be based on the fact that an employee is subject to restrictions necessary to
2 ensure that the employee will be able to perform his or her duties and responsibilities, such as
3 restrictions on alcohol consumption or use of certain medications (5 CFR 551.431(a)(1)).
4 Incident agencies or IMTs that utilize ordered standby must document the decision and clock hours in
5 writing on the CTR, SF-261. The clock hours must be recorded on the Incident Time Report, OF-288,
6 for all compensable hours under ordered standby. Ordered standby demands careful attention to ensure
7 that compensation is paid where warranted and not paid when inappropriate (5 CFR 551.431).
8 The following guidelines are provided for uniformity:
9 • Compensable standby shall be limited to those times when an individual is held, by direction or
10 orders, in a specific location, fully outfitted and ready for assignment (15 Federal Labor
11 Relations Authority (FLRA) No. 91, August 9, 1984; 52 Comp. Gen. 794; and Hyde v. United
12 States, 209 Ct. Cl. 7456, 1976).
13 • Individuals are not entitled to standby compensation for time spent eating when actual work is
14 not being performed. This applies even though the individuals may be required to remain at the
15 temporary work site.
16 • Time spent in a mobilization or demobilization center, or other general area, including incident
17 base, where the individual can rest, eat, or, to a limited degree, pursue activities of a personal
18 nature is not compensable as ordered standby. This includes staging of IMTs and other resources
19 in either lodging facilities or staging areas while waiting for an assignment.
20 Such time is compensable only to the extent needed to complete the guaranteed hours (8, 9, or 10) for
21 that calendar day. No pay authority exists to guarantee individuals more than their base hours. Incident
22 Commanders (IC) or AAs do not have the authority to guarantee more than base hours.
23 On-Call
24 An employee will be considered off duty and time spent in an on-call status shall not be considered
25 hours of work if:
26 • The employee is allowed to leave a telephone number or to carry an electronic device for the
27 purpose of being contacted, even though the employee is required to remain within a reasonable
28 callback radius; or
29 • The employee is allowed to make arrangements such that any work which may arise during the
30 on-call period will be performed by another person (5 CFR 551.431(b) (1-2)). Specific state pay
31 guidelines for non-pay status shall apply for state employees.
32 Off-Shift Time
33 The degree of control to be maintained over regular government employees and casuals during off-shift
34 hours is dependent upon location, the individual's work function, and the urgency of the emergency
35 situation.
36 • At the IC’s discretion, regular government employees and casuals may be released during off-
37 shift periods from the incident base or camp.
38 • At the IC’s discretion, regular government employees and casuals may be restricted to an
39 incident base and all other camps during off-shift periods. This is usually referred to as a “closed
40 camp” (45 FLRA No. 120, 0-NG-1958, Decision and Order on a Negotiability Issue, September
1 18, 1992; Office of the General Counsel, Authority to Close Fire Camps Opinion, March 28,
2 1990).
3 • Time spent restricted to the camp where personnel can rest, eat, or, to a limited degree, pursue
4 activities of a personal nature is not compensable. Such time is compensable only to the extent
5 needed to complete the guaranteed base hours. Time spent in ordered standby is compensable.
6 • The same policy applies to mobilization and demobilization facilities.
7 • Regular government employees assigned to an incident at their home unit should be given their
8 regular scheduled days off when the situation permits. Regular scheduled days off are
9 considered off-shift time and are not compensable.
10 • Casuals assigned to an incident at their point of hire are not entitled to compensation for days off.
11 This is considered off-shift time and is not compensable.
12 Meal Periods
13 Compensable meal periods are the exception, not the rule (5 CFR 551.411 (c) and 29 CFR 785.19 (a)).
14 Time for a meal period is not compensable if the employee is not required to perform substantial duties
15 (86 Forest Practices Board Regulations 1026). When an employee’s time and attention is primarily
16 occupied by a private pursuit such as eating a meal, then the employee is completely relieved from duty
17 and is not entitled to compensation under the FLSA (102 Labor Employee Press 39580).
18 Personnel on the fireline may be compensated for their meal period if all the following conditions are
19 met:
20 • The fire is not controlled, and
21 • the Operations Section Chief makes a decision that it is critical to the effort of controlling the fire
22 that personnel remain at their post of duty and continue to work as they eat, and
23 • the compensable meal break is approved by the supervisor at the next level and it is documented
24 on the CTR, SF-261.
25 In those situations where incident support personnel cannot be relieved from performing work and must
26 remain at a post of duty, a meal period may be recorded as time worked for which compensation shall be
27 allowed and documented on the CTR, SF-261.
28 Compensable meal breaks include time spent eating while traveling in a plane, bus, or other vehicle.
29 For personnel in support positions, and fireline personnel after control of the fire, a meal period of at
30 least 30 minutes must be ordered and taken for each work shift (e.g., a minimum 30-minute break for
31 shifts of 8 hours or more).
1 The IC or AA authority to grant a day off with pay lies within 5 USC 6104, 5 CFR 610.301-306, and 56
2 CG Decision 393 (1977).
3 Work/Rest Guidelines
4 Work/rest guidelines should be met on all incidents. Plan for and ensure all personnel are provided a
5 minimum 2:1 work/rest ratio (for every 2 hours of work or travel, provide 1 hour of sleep and/or rest).
6 Work shifts that exceed 16 hours and/or consecutive days that do not meet the 2:1 work/rest ratio should
7 be the exception, and no work shift should exceed 24 hours. However, in situations where this does
8 occur (for example, initial attack), incident management personnel will resume 2:1 work/rest ratio as
9 quickly as possible.
10 The intent of the guidelines is to manage fatigue and provide flexibility for ICs and AAs managing
11 initial attack, extended attack, and large fires. The guidelines are designed to ensure that for every 2
12 hours of work or travel, 1 hour of time off should be provided within a 24-hour period. It does not
13 matter when the 24-hour period starts; all time recorded on the clock is counted as hours of work and
14 time off the clock is counted as hours of rest, including meal breaks.
15 The IC or AA must justify work shifts that exceed 16 hours and those that do not meet 2:1 work/rest
16 ratio. Justification will be documented in the daily incident records. Documentation shall include
17 mitigation measures used to reduce fatigue. The Extended Work Shift Documentation sample found in
18 Appendix A – Tool Kit is an acceptable method of documentation. Any other form of documentation
19 must identify involved resources, include description and rationale regarding the cause of the extended
20 shift, mitigation measures, and approval of appropriate Section Chief and IC.
21 The work/rest guidelines do not apply to agency pilots assigned to an incident. Pilots must abide by
22 applicable Federal Aviation Administration (FAA) guidelines, or agency policy if more restrictive.
1 regardless of whether the driver was still compliant with the 10-hour individual (behind the
2 wheel) driving time limitations.
3 Length of Assignment
4 • Assignment Definition – An assignment is defined as the time period (days) between the first full
5 operational period at the first incident or reporting location on the original resource order and
6 commencement of return travel to the home unit.
7 • Length of Assignment – Standard assignment length is 14 days, exclusive of travel from and to
8 the home unit, with possible extensions identified below.
9 Time spent in staging and preposition status counts toward the 14-day limit, regardless of pay status, for
10 all personnel including IMTs.
11 • Days Off – After completion of a 14-day assignment and return to the home unit, two mandatory
12 days off will be provided (2 after 14) (state regulations may preclude authorizing this for State
13 employees). Days off must occur on the calendar days immediately following the return travel in
14 order to be charged to the incident (5 USC 6104, 5 CFR 610.301-306, and 56 Comp. Gen.
15 Decision 393 (1977)). If the next day(s) upon return from an incident is/are a regular
16 workday(s), a paid day(s) off will be authorized. Employees shall follow agency-specific
17 direction for implementation of days off standards.
18 Pay entitlement, including administrative leave, for a paid day(s) off cannot be authorized on the
19 individual’s regular day(s) off at their home unit.
20 Agencies will apply holiday pay regulations, as appropriate. A paid day off is recorded on home
21 unit time records according to agency requirements.
22 Casuals are not entitled to paid day(s) off upon release from the incident or at their point of hire.
23 Casuals are entitled to guarantee hours (8 hours) if provided days off on an incident assignment
24 away from their point of hire.
25 Contract resources are not entitled to paid day(s) off upon release from the incident or at their
26 point of hire.
27 Home unit AA may authorize additional day(s) off with compensation to further mitigate fatigue.
28 If authorized, home unit program funds will be used.
29 Agency Pilot Days Off
30 • 12 and 2 Work Schedule – After completion of a 12-day assignment, 2 mandatory days off will
31 be provided (2 after 12). Days off must occur on the calendar days immediately following the 12
32 days in order to be charged to the incident (5 USC 6104, 5 CFR 610.301-306, and 56 Comp.
33 Gen. Decision 393 [1977]). If the next day(s) are a regular workday(s), a paid day(s) off will be
34 authorized.
35 • 6 and 1 Work Schedule – After completion of a 6-day assignment, 1 mandatory day off will be
36 provided (1 after 6). Days off must occur on the calendar day immediately following the 6 days
37 in order to be charged to the incident (5 USC 6104, 5 CFR 610.301-306, and 56 Comp. Gen.
38 Decision 393 [1977]). If the next day(s) are a regular workday(s), a paid day(s) off will be
39 authorized.
40 All length of assignment rules apply to aviation resources, including agency pilots, notwithstanding the
41 FAA, and agency policy.
13 14 Day Scenario
14
15 21 Day Scenario
16
17 30 Day Scenario
18
19 Contracts, Incident Blanket Purchase Agreements (IBPA), and EERAs should be reviewed for
20 appropriate pay requirements and length of assignment. If the contract, IBPA, or EERA does not
21 address length of assignment, the incident FSC, or the procurement official should be consulted as to
22 whether compensation for a day off is appropriate.
23 Single Resource Extensions – The Section Chief or IC will identify the need for assignment extension
24 and will obtain the affected resource’s concurrence. The Section Chief and affected resource will
25 acquire and document the home unit supervisor’s approval.
26 The IC approves the extension. If a geographic or national multi-agency coordinating group
27 (GMAC/NMAC) is in place, the IC approves only after GMAC/NMAC concurrence.
28 The home unit supervisor and affected resource must concur with the assignment extension.
29 Agency Pilot Extensions –
30 12 and 2 Work Schedule: Upon completion of the 12-day assignment and following two days off, one
31 extension of 12 days may be allowed (for a total of up to 26 days including travel to the home unit) with
32 home unit supervisor approval. The agency pilot shall return to the home unit following the second 12-
33 day assignment. Two mandatory days off will be provided on days 27 and 28. When personnel are
1 required to take a mandatory day off, which falls on their normal day off, there will be no pay
2 compensation.
3 6 and 1 Work Schedule: Adhering to the six days on and one day off schedule, an agency pilot will be
4 allowed to extend up to 20 days including days off and travel to the home unit. The agency pilot shall
5 return to the home unit following the third 6-day assignment. One mandatory day off will be provided
6 on day 21. When personnel are required to take a mandatory day off, which falls on their normal day
7 off, there will be no pay compensation.
8 IMT Extensions – IMT extensions are to be negotiated between the incident AA, the IC, and the
9 GMAC/NMAC (if directed).
10 A sample Length of Assignment Extension form can be found in Appendix A – Tool Kit. A copy of the
11 documentation should be included in the incident files.
1 Adequate lodging is described as: a sleeping bag (paper or cloth) or a blanket or equivalent covering to
2 provide protection from the elements for sleeping.
3 Regular government employees must be in nonexempt status to qualify for compensation. There is no
4 authority to grant compensation for these conditions to exempt employees. Exempt employees can only
5 be compensated for on-shift time. Exemption status is based on home unit position classification.
6 ICs are responsible for determining when an inadequate food or lodging situation exists. This must be
7 documented on the CTR, SF-261, in the Remarks section. Hours recorded for an inadequate food or
8 lodging situation count as hours of work for computation of the 2:1 work/rest ratio.
9 • Callback Provisions – The 2-hour callback provision in law does not apply when assigned to an
10 incident.
11 • Sickness – A regular government employee who has been determined by their incident
12 supervisor to be unable to perform work due to non-work-related illness is placed in leave status
13 (e.g., sick, annual, or leave without pay) if the day is within the individual's weekly tour of duty
14 at the home unit. If outside the individual’s weekly tour of duty, the individual is not entitled to
15 compensation.
16 Casuals are not entitled to sick leave. They are guaranteed 8 hours for each day held by the incident.
17 Management has the option to pay the guarantee or return them to their point of hire.
18 • Medical Treatment – When a regular government employee or casual is provided medical
19 treatment by the incident, pay entitlement will not exceed actual hours worked or guarantee (8
20 hours per day for casuals) whichever is greater for that calendar day (5 CFR 551.425). Time
21 spent traveling to or from a medical facility and/or time spent receiving medical attention is
22 considered compensable time only if it falls within the employee’s regular guaranteed work
23 hours. Overtime cannot be earned (reference Continuation of Pay (COP) section).
24 • Biweekly Earning Limitation – The biweekly earning limitation on premium pay contained in 5
25 CFR 550.105 is waived for Department of the Interior (DOI) and Department of Agriculture
26 (USDA) GS employees working in connection with wildland fire activities (Public Law 107-107,
27 Section 1114). This authority does not apply to all-hazards responses (reference Chapter 90).
28 • Maximum Annual Earning Limitation – The maximum annual earning limitation limits a regular
29 federal government exempt employee’s basic and premium pay to the annual salary of a GS-15,
30 Step 10 grade level, including locality and/or special salary rate, or Level V of the Executive
31 Schedule, whichever is greater (5 CFR 550.106). This includes overtime and compensatory
32 time, as well as Sunday and night differential, but excludes hazard pay differential (5 CFR
33 550.107).
34 There is no provision in law to waive any salary payments received by an employee that exceeds the
35 annual maximum earnings limit. Federal employees should monitor their total earnings to ensure they
36 do not exceed the annual maximum earnings limitation.
1 Incident agencies and IMTs do not have the authority to approve hazard pay for conditions that do not
2 meet the parameters stated in 5 CFR 550.901 through 550.907 and the hazard/environmental pay matrix
3 in Appendix A.
14 Positions Not Entitled to Hazard Pay Differential for Irregular and Intermittent Hazardous Duties
15 Certain positions are not entitled to specific hazard pay differentials because the hazard has been
16 considered in the classification of the position.
17 The following positions are not entitled to hazard pay for the duties shown:
Position Hazardous Duties
Pilot, GS-2181 Operating aircraft in flight
Forestry Technician (Smokejumper), GS-462 Parachute jumps
18 GS employees in these positions are entitled to hazard pay differentials for performing other authorized
19 duties as described below.
20 Criteria for Entitlement to Hazardous Pay Differential for Irregular and Intermittent Hazardous
21 Duties (5 CFR 550.904)
22 Full-time, part-time, and intermittent GS employees are eligible for hazard pay differential computed at
23 25 percent of the base rate when performing duties specified below.
24 Any member of the incident fire suppression organization is eligible for hazard pay while carrying out
25 assigned duties, if hazard pay criteria, as described below, are met. Incident supervisors must manage
26 for the appropriate application of the authority.
27 • Firefighting – Participating as a member of a firefighting crew in fighting forest and range fires
28 on the fireline before the fire is controlled. This includes single resource personnel assigned to
29 the fireline. Personnel assigned firefighting duties are not entitled to hazard pay after the
30 declaration of an official control time and date.
31 This does not include personnel engaged in logistical support, service, and non-suppression
32 activities (e.g., media tours to the fireline, incident personnel driving to the fire to observe
33 activities, drivers delivering tools or personnel [Appendix A – hazard/environmental pay
34 matrix]).
1 • Flying – Individuals, except GS-2181 pilots, who are on board the aircraft during limited control
2 flights. This includes air crew members participating in wildland fire and all-hazard aviation
3 missions.
4 Hazard pay for flying activities is related to the use of the aircraft, not the work of the occupants. If
5 the flight is undertaken under unusual and adverse conditions which threaten or severely limit
6 control of the aircraft, then hazard pay is warranted. Hazard pay is not authorized for situations such
7 as flying passengers from a work center to a location to fix equipment when there are no adverse
8 conditions that threaten or severely limit the aircraft.
9 • Groundwork Beneath Hovering Helicopter – Participating in ground operations to attach an
10 external load to a helicopter hovering just overhead.
11 • Work in rough and remote terrain – Working on cliffs, narrow ledges, or near vertical
12 mountainous slopes where a loss of footing would result in serious injury or death, or when
13 working in areas where there is danger of rock falls or avalanches.
14 BAER (assessment or implementation) does not meet the definition of firefighting for hazard pay
15 eligibility; however, hazard pay criteria listed above may apply.
16 Prescribed fire does not meet fireline hazard definition for hazard pay; however, hazard pay criteria
17 listed above may apply.
1 When recording hazard pay, show the category of hazardous exposure (e.g., firefighting, rough terrain,
2 hover hookup) on a CTR, SF-261. The Incident Time Report, OF-288, should show an “H” for the on-
3 shift hours.
26 Criteria for Entitlement to Environmental Differential for Federal Wage System Employees
27 Full-time, part-time, and intermittent Federal Wage System employees are eligible for an environmental
28 differential at the rate specified for each category.
29 The amount of the environmental differential is determined by multiplying the percentage rate
30 authorized for the described exposure by the WG-10, Step 2 rate. Exposures to hazards, physical
31 hardships, or working conditions listed in this section have not been taken into consideration in the job-
32 grading process (5 CFR 532.511 for all differential rates (percents) and for other categories).
33 • Compensation Based on All Hours in Pay Status.
34 Differential Category
35 25 Percent Fighting Wildland or Range fires on the fireline
36 • Compensation Based on Actual Exposure.
37 Differential Category
38 100 Percent Participating in low-level flights in small aircraft including helicopters
39 25 Percent High work
1 • The Incident Time Report, OF-288, should show the percentage and the appropriate category in
2 the Remarks block and an "E" for actual hours of exposure.
27 Fair Labor Standards Act (FLSA) Exemption Modifications for Emergency Assignments
28 Regular government employees, regardless of grade, may be assigned to perform non-fire emergency
29 duties (5 CFR 551.211(b)).
30 Regular government employees are classified as either exempt from FLSA or nonexempt from FLSA.
31 GS employees who are classified exempt, are compensated under Title 5, and in essence, do not receive
32 full compensation for overtime hours worked. Their overtime rate is fixed at a designated level (GS-10,
33 Step 1) or an employee’s base rate of pay, whichever is greater (2004 Defense Authorization Act). GS
34 employees who are classified as nonexempt are compensated under both FLSA and Title 5, and in
35 essence, are compensated at 1.5 times the base pay rate for all overtime hours worked. All wage grade
36 and wage leader employees are classified as nonexempt. Wage supervisors are classified as exempt.
37 In an emergency, the exemption status of an exempt employee is determined on a work week basis. An
38 exempt employee shall be nonexempt for any weekly tour of duty in which the employee’s primary
39 duties for the period of emergency work are nonexempt (5 CFR 551.211 (f) (2) (ii)). For purposes of
40 this CFR, primary duties typically mean, the duty that constitutes the major part (over 50 percent) of an
41 employee’s work (5 CFR 551.104). Nonexempt employees retain their nonexempt status regardless of
42 the emergency work performed or the incident position to which assigned.
15 Reasonable Accommodations
16 Any personnel, regardless of hiring status (regular government or casual), who requires a reasonable
17 accommodation (RA) to perform duties in an incident environment, must have written approval for that
18 RA from their home unit Human Resources or Civil Rights office. Prior to accepting an assignment,
19 individuals should alert the incident of the RA needs so the IC and AA can determine if the RA can be
20 provided. If the RA cannot be satisfied, the individual should refuse the assignment. Should an
21 accommodation be requested during the incident, the request must be referred back to the employee’s
22 hiring unit for adjudication per agency policy.
23 Personnel Timekeeping/Recording
24 Objective
25 The primary objective is to keep time records for individuals under a system of control. Incident
26 Time Reports, OF-288s, that have been certified as accurate by an authorized signature are,
27 considered to be accurate, for pay purposes.
28 Home unit timekeepers will not make changes to this official document, except to correct
29 mathematical errors and/or to complete return travel entries. If home unit timekeepers have
30 questions concerning the OF-288, they should contact the incident agency for clarification.
31 The Time Unit approval of the OF-288, or other agency pay document, certifies that the required
32 documentation is on file and no further documentation is required for pay purposes.
33 Responsibilities
34 FSC responsibilities:
35 • Supervise the Time Unit Leader (TIME) and ensure all timekeeping and time recording
36 requirements are implemented and met.
37 • Advise section chiefs and IC when time submitted is not in compliance with policy.
38 TIME responsibilities:
4 Timekeeping Methods
5 It is essential that employees and supervisors accurately and clearly report time on the CTR in order to
6 facilitate time recording on the OF-288.
7 The primary consideration is to correctly compensate personnel on the incident for all hours in pay
8 status.
9 There are two methods for timekeeping on the CTR:
10 • When a crew is in a pay status and time is identical, the names, classifications and on-shift time
11 are listed with specific remarks in block 11 (Exhibit 2).
12 • When individuals have different on-shift times, make an entry for each individual (Exhibit 2).
1 The differential percentage with corresponding hours is noted in the Remarks block 19.
2 • Position Change – Copy from the CTR the effective date, time, new job title, and reason for
3 change in the Remarks block and begin a new column on the OF-288 to indicate the new
4 position title. This information is used to determine FLSA status.
5 • Guaranteed Hours – The Time Unit enters the hours as recorded on the CTR. For additional
6 hours necessary to meet base hours, the Time Unit records “Guarantee” in the Start/Stop column
7 and leaves the Hours column blank. The home unit timekeeper is responsible to ensure the
8 proper amount of hours is applied to meet the employee’s base tour of duty.
9 • Recording Day(s) Off – The Time Unit records “Day Off” in the Start/Stop column for an on-
10 incident day off. The Time Unit leaves the Hours column blank.
11 • If the end of a pay period occurs during an incident, information may be transmitted
12 electronically to the individual's home unit.
1 trainee status. Sponsored casual crew incident behavior responsibilities may be found in the crew
2 agreement. If none are listed, utilize the Incident Behavior Form, PMS 935-1(Exhibits 8 and 9).
3 The crew representative will deliver the OF-288s or CTRs to the incident Time Unit.
4 When circumstances require that casuals be hired at the incident, the incident agency provides direction
5 regarding disposition of the I-9, NWCG Single Resource Casual Hire Information Form, PMS-934,
6 electronic deposit form, and Incident Behavior Form, PMS 935-1. A new NWCG Single Resource
7 Casual Hire Information Form is not required when the casual’s position changes on an incident.
8 Federal (W-4) and state income tax withholding forms completed at the incident are attached to the OF-
9 288. Obtain submission/processing guidelines for income tax withholding forms from the incident
10 agency. For long-duration incidents, discuss procedures with the incident agency regarding submission
11 of these forms prior to the release of the resource.
12 • Actions of Time Unit – The Time Unit collects and examines time reports for completeness and
13 legibility. The PTRC records time from the CTR to the OF-288 (Exhibit 4).
14 • Pay Rate Changes – Pay rate/position changes are recorded on the CTR by the incident
15 supervisor. The PTRC begins a new column on the OF-288 with the new rate of pay and
16 indicates reason for change in the Remarks block of the OF-288. A new resource order is not
17 required.
18 • Guaranteed Hours – The Time Unit enters the on-shift hours as recorded on the CTR. Any
19 additional hours necessary to meet the 8-hour daily guarantee are listed on a separate line of the
20 OF-288 by the PTRC. After the date, note "Guaranteed Hours" in the Start/Stop blocks and post
21 the necessary additional hours to the Hours column.
22 • Day Off at Incident – The Time Unit records day off as 8 in the Hours column. Clock hours are
23 not necessary.
1 The original CTR and file copy of the OF-288 are retained in the incident finance records (Exhibit 40),
2 unless otherwise required for reimbursement by state and local government cooperators.
3 • Regular Government Employees – The Time Unit gives the original, completed, and signed OF-
4 288 to the individual to take back to their home unit.
5 • Casuals – The Time Unit processes the original OF-288 per hiring agency policy. Return travel
6 time should be recorded per agency guidelines. A completed copy is given to each casual.
7 If a casual is terminated for cause or quits, note the reason in the Remarks block of the CTR and the OF-
8 288. Compensation for return travel is generally not made in these instances. Exceptions must be in
9 accordance with agreements or authorized by the IC for individuals not covered under an agreement.
10 • Job Corps and YCC Enrollees – OF-288s are prepared and maintained for all Job Corps and
11 YCC enrollees. The OF-288 shall be completed the same as for casuals.
12 All OF-288s for Job Corps and YCC enrollees are hand carried to the home unit by the assigned
13 supervisor or leader.
27 Exhibits
28 Exhibit 1 – Administratively Determined (AD) Pay Plan for Emergency Workers (Casuals)
29 Exhibit 2 – Crew Time Report, SF-261
30 Exhibit 3 – Incident Time Report, OF-288 for Regular Government Employees
31 Exhibit 4 – Incident Time Report, OF-288 for Casual Employees
32 Exhibit 5 – Employment Eligibility Verification, I-9
33 Exhibit 6 – Checklist for Closing Out Incident Time Reports, OF-288
34 Exhibit 7 – NWCG Single Resource Casual Hire Information Form, PMS 934
35 Exhibit 8 – Incident Behavior Form, PMS 935-1
36 Exhibit 9 – Comportamiento en Incidentes, PMS 935-2
37 Exhibit 10 – Exempt / Nonexempt Positions
2 Instructions for filling out a Crew Time Report (CTR), SF-261, can be found:
3 https://www.nwcg.gov/committees/incident-business-committee/training-courses.
2 Instructions for filling out an Incident Time Report, OF-288, can be found: https://www.nwcg.gov/committees/incident-business-
3 committee/training-courses.
NWCG Standards for Interagency Incident Business Management 10-33
PERSONNEL CHAPTER 10
3 Exhibit 6 – Checklist for Closing out the Incident Time Report, OF-288
4 The TIME shall establish a daily audit process to ensure accurate posting of time, travel reimbursement
5 (if applicable) and commissary issues. A list of missing time should be established, posted, and updated
6 daily so that incident supervisors can be notified of omissions. This can be accomplished by use of a log
7 that records hours posted per operational period for crews and incident personnel.
8 1. Time Unit personnel should verify the following when auditing OF-288s:
9 a. ECI present for casual employees.
10 b. Type of employment indicated.
11 c. Hiring unit identifier.
12 d. Incident name and incident order number indicated in all columns.
13 e. AD classification, pay rate, position title, and NWCG position code for casuals. Cross check
14 AD classification with position title to ensure proper pay rate is applied.
15 f. NWCG position code indicated for incident personnel other than casuals.
16 g. Time posted chronologically. Verify time posted against Crew Time Report (CTR), SF-261.
17 h. Columns totaled (hours only).
18 2. When notified that the crew/individual will be demobilized, determine if the crew/individual is
19 going home or to another incident.
20 If the crew/individual is going home, the OF-288 will be closed out. Beginning travel time is
21 posted for regular government employees and cooperators. Return travel for casuals should be
22 recorded per agency guidelines. Follow agency procedures for disposition of the OF-288.
23 If the crew/individual is going to another incident, close out the OF-288 as below and initiate
24 travel time to the new incident on a CTR.
25 a. Ensure all commissary issues and travel reimbursements have been posted. Total the
26 reimbursement and deduction columns.
27 b. Ensure time has been properly documented on a CTR and CTRs have been posted.
28 c. Ensure travel has been posted according to home/hiring agency procedures. Post beginning
29 travel time. Leave remainder of column open for home unit supervisor to post and approve
30 ending travel time.
31 d. Estimate and record return travel time for casuals per hiring agency direction.
32 e. Cross out unused and blank time entry columns.
33 f. The TIME coordinates transmittal of the required pay documents for casuals per hiring unit
34 direction.
35 g. Forward original injury documents per hiring unit agency guidelines. A copy may be
36 provided to the employee.
1 3. Once all these items have been verified and completed, all incident personnel will sign their
2 OF- 288 in other than black ink. The crew representative/individual is given the original and
3 employee copy of the OF-288. The file copy is retained for the Incident Finance Package.
4 Payment procedures will be followed and facilitated by the TIME to ensure all payment
5 documents are provided to the incident agency.
6 4. Reference Chapter 30 for procedures regarding non-returned property and the resulting
7 documentation and OF-288 deductions.
8 Each crew and single resource will present a Demobilization Checkout (ICS-221) to the Time
9 Unit. Time Unit personnel will verify that all other sections of the checklist have been
10 completed. Once the OF-288 has been closed out, signed, and file copies made, the
11 Demobilization Checkout can be signed and given to the crew representative/individual for
12 completion of the demobilization process.
13 Exhibit 7 – NWCG Single Resource Casual Hire Information Form, PMS 934
14 https://www.nwcg.gov/publications/934
1 Commissary
2 Objective
3 Commissaries are established to serve the needs of all incident personnel. All assigned personnel
4 should be equipped to be self-sufficient for a minimum of 14 days on the incident.
5 Responsibilities
6 Incident Agency responsibilities:
7 • Provide direction to the IMT regarding availability and use of commissary and agency-specific
8 requirements regarding commissary items and documentation.
9 FSC responsibilities:
10 • Establish and oversee the commissary operation.
11 • Determine the need and type of commissary based on the size, type, and projected incident
12 duration.
13 TIME responsibilities:
14 • Post commissary issue deductions to the appropriate pay document.
15 • Provide management, security, and accountability for an agency-provided commissary.
16 • Ensure deductions are posted in a timely manner.
17 PROC responsibilities:
18 • Ensure commissary issue deductions are posted to the appropriate vendor pay document.
19 • Ensure deductions are posted in a timely manner.
20 Home Unit responsibilities:
21 • Process payroll deductions posted on the Incident Time Report, OF-288, in accordance with
22 agency policy.
23 Payment Unit responsibilities:
24 • Process vendor deductions posted on the Emergency Equipment Use Invoice, OF-286.
25 Commissary Procedures
26 Commissary Privileges – Payroll Deduction
27 Regular government employees and casuals may be authorized payroll deductions for commissary
28 purchases.
29 State employees and local cooperators may have commissary payroll deductions if authorized by
30 cooperative agreement, geographic area supplement, or state agency policy.
31 National Guard personnel hired as casuals may be authorized payroll deduction commissary privileges.
32 National Guard mobilized by the Governors orders are not authorized commissary by payroll deduction.
33 Military personnel are not entitled to commissary by payroll deduction.
7 Agency-Provided Commissary
8 An agency-provided commissary may be established to provide individual items ordered by incident
9 personnel.
10 Commissary should be limited to personal items necessary to keep incident personnel productive.
11 Tobacco products may be sold through the commissary. Incidents must abide by state restrictions on the
12 sale of tobacco products to minors. Tobacco products will not be dispensed free of charge.
13 Agency-provided commissaries cannot accept cash or credit cards for commissary purchases.
14 Ordering/Receiving Procedures
15 Incident supervisor requests commissary items through the Time Unit on the General Message, ICS-213
16 by individual name and item requested.
17 TIME requisitions commissary items through the Logistics Section on General Message, ICS-213, or
18 other approved requisition. All resource order forms for commissary shall clearly state that the items are
19 for commissary.
20 The Logistics Section forwards commissary resource orders to the incident agency per the established
21 ordering process. Normally, these items are procured by the incident agency acquisition staff or
22 assigned Buying Team (BUYT). The incident agency acquisition staff/BUYT completes the
23 Commissary Accountability Record, OF-284, or waybill to transfer items, arranges delivery of the items
24 to the incident, and processes all returned items. Commissary supplies should be purchased separately
25 from other items to facilitate accountability.
26 TIME inventories all items received and verifies against the OF-284, invoice, waybill, or other transfer
27 document. TIME signs for receipt of goods on the OF-284 or waybill and returns a copy to the incident
28 agency acquisition staff or BUYT and immediately notifies them of any discrepancies.
12 Exhibits
13 Exhibit 11 – Commissary Issue Record, OF-287
14 Exhibit 12 – Commissary Accountability Record, OF-284.
1 contractors and employees of contractors, inmate crews and their custodians, National Guard mobilized
2 by a governor's order, active duty military personnel, and state and local government employees.
3 Generally, federal employees are covered under FECA while in travel status away from their home unit
4 unless they are engaged in non-work-related activities or deviate from the authorized course of travel for
5 personal reasons. In such cases, the individual may file a claim to obtain a determination from OWCP.
6 Do not authorize medical treatment (CA-16) in these circumstances.
1 Do not confuse COP with the guaranteed 8 hours per day for casuals. They are two different sets of
2 guidance for entirely different purposes. For instance, COP is not allowed for an occupational disease or
3 illness. However, if a casual has a cold and misses work, the casual may still be entitled to their
4 guaranteed 8 hours of pay if not released from the incident.
5 Selection of Physician
6 Under FECA, employees may elect a physician of their choice. Emergency incidents that dictate
7 securing medical services from the nearest available facility does not constitute selection or choice of
8 physician. The election is still available, should further treatment be necessary, when the employee
9 returns to the home unit.
25 APMC Coverage
26 • Appropriate Use – The use of APMC is appropriate for injury/illness cases involving only 1
27 APMC visit which occurs on the day of the injury/illness. One follow-up visit is permissible if it
28 occurs during non-duty hours and the employee is agreeable to this. APMC can only be used
29 while the employee remains at the site of the incident. Injury/illness cases treated under APMC
30 cannot have lost time charged to sick leave, annual leave, or COP. If initial treatment by a
31 medical provider occurs after the date of injury, follow-up treatment is necessary after the
32 individual is released from the incident, and/or lost time occurs or is expected, the claim must be
33 processed under FECA.
34 Medical treatment for traumatic injury claims is most appropriately processed following the FECA
35 procedures described earlier, rather than APMC procedures. This will establish a record for the
36 employee with OWCP and provides the greatest protection and timely service should further treatment
37 be necessary upon return to the home unit.
38 • Employee Choice of Processes – Injured federal employees do not have a right to treatment
39 under APMC as they do under FECA. It is the incident agency’s choice whether or not to offer
40 APMC. Per OWCP, the employee’s use of APMC instead of FECA is voluntary. The COMP is
1 responsible to counsel the employee on the difference between APMC and OWCP treatment and
2 allow the employee to choose.
3 • APMC Use for Treatment of Traumatic Injuries – Use of APMC for traumatic injuries must be
4 limited to injury/illness cases involving only one treatment and may not include authorization for
5 therapy, stitches, x-rays, or other non-first aid treatments.
6 • APMC Use for Treatment of Occupational Disease & Illness Claims – APMC may be used to
7 authorize first aid treatment only for illnesses such as respiratory infections, colds, sore throats,
8 and similar conditions associated with exposure to smoke, dust, and weather conditions, etc.
9 Authorization of APMC treatment is at the discretion of the incident agency and should be
10 minimal, only to relieve suffering. APMC is appropriate as an interim measure until the
11 employee can arrange for private medical attention, at the individual’s expense, or file an
12 occupational illness claim under FECA and await OWCP approval to incur medical expenses.
13 • Non-Work-Related Injuries/Illness – APMC should not be authorized for non-work-related
14 injuries or illnesses. However, in situations where treatment is deemed necessary by the incident
15 agency, counsel the employee and ensure that a payroll deduction is made to cover the cost. The
16 incident agency is responsible for paying the medical provider and for resolving any disputed
17 matters with the individual treated for all APMC services authorized.
18 • APMC Use for Dental Work – Do not authorize APMC for dental treatment (e.g., toothache due
19 to cavity), where there is any question whether it relates to a work-related injury. Upon return to
20 the home unit, the individual can obtain treatment and file a claim for reimbursement from
21 OWCP if they feel the condition was work related. However, in situations where treatment is
22 deemed necessary by the incident agency, counsel the employee and ensure that a payroll
23 deduction is made to cover the cost.
24 • Contractors – Contract personnel may not utilize APMC services.
25 • State and Other Non-Federal Employees – State authorities vary and may not allow APMC for
26 state employees. Contact the employee’s state or federal incident business management
27 coordinator for guidance.
28 State and National Guard employees’ coverage is dependent on the contract and/or
29 agreement under which they are dispatched.
30 • Military Personnel – Military medical units will provide treatment for military personnel
31 (Military Use Handbook, Chapter 100).
1 3). Each incident is assigned a unique incident/project order number. For example, MT-LNF-000076
2 stands for: Montana, Lolo National Forest. The “000076” is the sequential incident number. The
3 medical resource request number consists of the incident order number, followed by the request number
4 (e.g., MT-LNF-000076, M-1). This combination is referred to as an M#. One M# is issued to cover
5 APMC treatment associated with a specific injury or illness.
6 COMP issues the Agency Provided Medical Care Authorization and Medical Report, FS-6100-16,
7 which is used to authorize APMC treatment and for the medical provider to document patient evaluation
8 and diagnosis. The FS-6100-16 is returned to the COMP so duty status and disability determinations
9 can be made.
10 All APMC cases must have the M# entered on the top of all reporting forms with a notation “Paid by
11 APMC.”
12 All authorized services must be summarized an incident injury/illness log. The FSC/COMP provides a
13 copy of the log to the incident agency to support payment for APMC and to facilitate follow up
14 (Exhibit 17).
15 Do not confuse APMC procedures with either state or federal workers' compensation programs. Do not
16 issue an Authorization for Examination and Treatment, CA-16 for APMC.
1 • Injured individual or individual acting on their behalf returns completed form to the COMP.
2 • COMP faxes and provides original documentation to employee for submission to the home unit.
3 Occupational Disease/Illness
4 Covered by FECA requiring medical treatment or resulting in lost time.
5 Form Required – Notice of Occupational Disease and Claim for Compensation, CA-2, or other
6 appropriate agency-specific form.
7 Action Taken:
8 • Individual completes the front of form as soon as possible and preferably within 48 hours.
9 Supervisor completes and signs reverse side.
10 • Leave blocks titled “Occupational code,” “Type code,” “Source code,” “OWCP Agency Code,”
11 and “OSHA Site Code” blank. Home unit is responsible to complete.
12 • COMP advises individual of rights, benefits, and responsibilities.
13 • COMP authorizes appropriate APMC medical care, using a FS-6100-16, for first aid treatment
14 for illnesses such as respiratory illness, colds, sore throats, and similar conditions associated with
15 exposure to smoke, dust, and weather conditions, etc. Treatment of more significant
16 illness/disease conditions are not authorized and must be submitted to OWCP for adjudication.
17 Do not issue a CA-16 for an occupational disease or illness.
18 • COMP faxes and provides original documentation to employee for submission to the home unit.
19 Prescriptions
20 Utilize local pharmacies that accept the DOL, OWCP fee schedule and bill directly.
21 Pharmacies/Medical providers enrolled with DOL, OWCP, Division of Federal Employees
22 Compensation (DFEC), can be found at the Office of Workers’ Compensation Program
23 websitehttps://www.dol.gov/agencies/owcp.
24 If no pharmacy in the area is a registered provider with DOL, individual can pay for the prescription and
25 request reimbursement when workers’ compensation claim is accepted. If individual is not able to pay
26 for the prescription, BUYT can pay, and COMP will ensure payroll deduction is made. Individual will
27 need copy of paid receipt to submit to DOL for reimbursement when claim has been accepted.
28 Fatality
29 The individual’s home unit processes the workers’ compensation claim. If death is not immediate, then
30 the incident Finance personnel take the following actions:
31 Forms Required:
32 • Federal Employee’s Notice of Traumatic Injury and Claim for Continuation of
33 Pay/Compensation, CA-1
34 • Authorization for Examination and/or Treatment, CA-16, if appropriate.
35 Action Taken:
36 • COMP authorizes medical care, as appropriate under FECA regulation, utilizing the
37 Authorization for Examination and/or Treatment, CA-16, if employee is transported to medical
38 facility to be treated before death is declared.
1 • The CA-16 should not be issued for any type of illness or injury that, even though life-
2 threatening, is not clearly work related. Seizures, chest pains, stroke symptoms, or unexplained
3 loss of consciousness are not clearly work related, and a CA-16 should not be issued.
4 • Supervisor completes the CA-1 form as soon as possible.
5 • Leave blocks titled “Occupational code,” “Type code,” “Source code,” “OWCP Agency Code,”
6 and “OSHA Site Code” blank. Home unit is responsible to complete.
7 • COMP faxes all forms and supporting documentation (medical reports, accident investigation
8 report, witness statements, etc.) to the home unit immediately upon receipt, and provides
9 original injury/illness forms and supporting documentation to the individual’s home unit
10 supervisor or compensation specialist within 2 days of receipt.
11 Forms Distribution
12 Federal agencies are required to submit workers’ compensation claims documents to OWCP within 10
13 days of the date signed by the employee. In order for home units to comply, the COMP provides
14 original injury/illness forms, supporting documentation and medical treatment records to the individual’s
15 home unit supervisor or compensation specialist within 2 days of receipt of the CA-1/CA-2. This allows
16 the home unit to review the information, contact the incident if clarification is necessary, meet OWCP
17 reporting requirements and ensure injured workers receive timely and quality service. A temporary
18 copy may be retained by the Compensation/Claims Unit during the incident but must be either sent
19 home with the employee or destroyed prior to the end of the incident.
20 The COMP:
21 • Uses the Incident Injury Case File Envelope, OF-313, to file injury forms, supporting
22 documentation, and medical treatment documentation. Forward the complete package to the
23 individual’s home unit upon demobilization of the individual (Exhibit 20).
24 • Completes an incident injury/illness log to document injuries/illnesses. The log may not contain
25 any Personally Identifiable Information (PII) (Exhibit 17).
26 All compensation for injury documents is protected by the Privacy Act and shall not be retained in
27 the incident records. When original documents are forwarded to the home unit or other location as
28 specified, all temporary copies are sent home with the employee or destroyed. Retain the incident
29 injury/illness log in the incident records.
12 Exhibits
13 Exhibit 13 – Federal Employee’s Notice of Traumatic Injury and Claim for Continuation of
14 Pay/Compensation, CA-1
15 Exhibit 14 – Notice of Occupational Disease and Claim for Compensation, CA-2
16 Exhibit 15 – Authorization for Examination and/or Treatment, CA-16
17 Exhibit 16 – Agency Provided Medical Care (APMC) Authorization and Medical Report, FS-6100-16
18 Exhibit 17 – Sample Incident Injury/Illness Log
19 Exhibit 18 –Incident Time Report, OF-288, showing COP for a regular government employee
20 Exhibit 19 –Incident Time Report, OF-288, showing COP for a casual employee
21 Exhibit 20 – Sample Incident Injury Case File Envelope, OF-313
22 Exhibit 13– Federal Employee’s Notice of Traumatic Injury and Claim for Continuation of
23 Pay/Compensation, CA-1
24 http://www.dol.gov/owcp/regs/compliance/ca-1.pdf
1 Exhibit 16 – Agency Provided Medical Care Authorization and Medical Report, FS-6100-16
1 Travel
2 Objective
3 The purpose of this section is to provide guidance and regulations regarding travel requirements for
4 incident response.
5 Policy
6 Federal Travel Regulations (FTR) and/or agency-specific travel regulations will be utilized for all
7 travel policies and processes.
8 Responsibilities
9 Home unit responsibilities:
10 • Provide authorization to travel in accordance with agency regulations and policy.
11 Regular government employees, casuals, and cooperators responsibilities:
12 • Obtain information regarding home unit travel policies, procedures, and requirements before
13 commencing travel.
14 • Follow established incident agency procedures.
15 Incident agency responsibilities:
16 • Provide agency requirements and guidelines regarding subsistence, lodging and transportation
17 policies to the IMT and incident support units/personnel (e.g., BUYT, expanded dispatch,
18 Administrative Payment Team [APT]).
19 Travel Procedures
20 Incident Agency Requirements
21 All resources under the control of the incident or incident agency will follow incident agency
22 requirements when staying at incident base or other location. Individuals are not automatically entitled
23 to stay in a hotel/motel, eat meals at restaurants, or claim per diem. Individuals who deviate from
24 incident agency requirements will not be reimbursed for unauthorized expenses. Most incidents utilize a
25 base camp to provide for resource needs through the use of a caterer, local restaurants, other food
26 providers, and issuance of a sleeping bag.
27 If the incident agency is unable to provide meals and lodging through an incident base camp, the
28 following will occur:
29 • Lodging – Incident resources may be housed in motels/hotels. Incident personnel must follow
30 their home unit policy for the use of agency issued charge card to obtain lodging. Employing
31 agency travel policies apply.
32 If the incident agency provides meals and lodging to incident resources, they may establish rates that
33 differ from standard federal or state rates. For federal employees, if the cost of federal government paid
34 lodging exceeds the maximum per diem rate, the employee should follow agency policy to request
35 approval for “actual expenses.” Otherwise the meals and incidental expenses (M&IE) payment will be
36 reduced to the maximum per diem amount allowed (lodging + M&IE). Current per diem rates can be
37 found at http://www.gsa.gov/.
1 • Meals – The incident agency may provide meals through the use of designated restaurants under
2 a procurement method, at no cost to the individual. If the meal selected by the individual
3 exceeds the incident’s established meal rate, the individual is responsible to pay the vendor
4 directly for the difference. When meals are furnished by the incident agency, individuals may
5 not seek per diem for meal reimbursement. Meals may only be claimed if incident personnel are
6 unable to consume the furnished meal(s) because of medical requirements or religious beliefs
7 which must be justified and approved on a travel authorization and voucher.
8 When the incident agency does not provide meals, individuals should follow their agency policy for the
9 use of a government issued charge card to obtain meals. Employing agency per diem rates must be
10 followed.
11 Federal government travel charge cards may provide for withdrawal of cash from Automated Teller
12 Machines (ATM) for official government travel-related expenses. Reference agency policy for
13 maximum ATM withdrawal allowance.
14 • Rental Cars – Use of rental cars while assigned to an incident must be authorized by the incident
15 agency and documented on a resource order.
16 The incident agency should provide rental cars to authorized incident personnel through an agency
17 procurement method (e.g., Blanket Purchase Agreement [BPA]), purchase order, contract, or EERA.
18 Individuals authorized to rent a car outside of incident agency procurement methods should use
19 government-contracted rental car agencies. Additional insurance coverage is not necessary and is not a
20 reimbursable expense (reference agency travel regulations).
21 The U.S. Government Rental Car Agreement provides for damage and liability coverage when the terms
22 and conditions of the agreement are followed (e.g., operating the vehicle on paved, graded, state or
23 professionally maintained roads). If the incident assignment requires operation of the vehicle outside
24 these parameters, the rental vehicle should be obtained through other procurement methods (Chapter
25 20). The agreement can be found at http://www.defensetravel.dod.mil/site/rental.cfm.
26 Privately-Owned Vehicle (POV)
27 • POVs may be used for official business when such use is advantageous to the government.
28 • If an employee chooses to utilize POV rather than government-provided transportation, prior
29 approval must be obtained from the home unit supervisor.
30 • The individual is reimbursed for use through a mileage rate. The mileage rate reimburses the
31 individual for fuel, wear and tear, and insurance costs. Use of POV must be documented on a
32 resource order.
33 Damage to a POV is not covered under the Military and Civilian Employees Claims Act. Individuals
34 shall claim damage through their private insurer.
35 Incidental Expenditure Rate – The incidental expenditure rate for all emergency assignments, where
36 meals and lodging are provided, is the approved GSA rate (http://www.gsa.gov) (reference agency-
37 specific directives or policy for exceptions).
38 Transportation Arrangements – Individuals assigned to emergency incidents will follow sending agency
39 dispatch procedures for travel to the incident. Incident agency dispatch procedures will be followed for
40 return travel from the incident. Dispatch offices may make travel arrangements and provide airline
41 tickets or travel information to individuals. Travel arrangements made outside of incident agency
1 dispatch procedures may not be reimbursed without proper approvals and authorization. Commercial
2 and/or contract transportation methods may be used.
3 GSA FTR preclude federal agencies from procuring contract fare tickets, rentals, lodging, or travel
4 advances for contractors and their employees. Government travel authorizations shall not be issued to
5 contractors and their employees. Federal agencies may reimburse contractors for travel costs per
6 contract provisions. The federal government may charter aircraft to provide transportation and may
7 provide subsistence to the contractor/contractor employees while at the incident (e.g., meals, lodging), as
8 long as these acquisitions are completed through established procurement methods (e.g., purchase order,
9 contract, BPA) and not through GSA or Department of Defense (DoD) contracts for passenger
10 transportation, vehicle rentals, and lodging facilities.
11 Individuals who wish to deviate from the established travel route (including layovers and deviations
12 from estimated return travel time) must coordinate and obtain authorization from the incident agency
13 and home unit prior to commencing travel.
14 Casuals who are not reassigned and deviate from the normal travel route home will only be reimbursed
15 for the number of miles back to the point of hire. Casuals are not entitled to transportation provided by
16 the government from the point the travel deviation occurs. The travel deviation must be documented
17 and attached to the casual’s original OF-288 for use by the payment unit. This documentation should be
18 made a part of the incident record.
19 Dispatch offices will provide transportation arrangements to the original departure points. Individuals
20 are responsible for changing arrangements and paying any cost differences. If the method for
21 transportation is a government charter or other non-commercial transportation and the individual wishes
22 to deviate, the government will not pay for commercial transportation.
23 Individuals returning from an incident after the close of business may be furnished government
24 transportation to their residence if there is no alternative means of transportation.
25 Individuals released from an emergency incident, due to family emergency may be provided
26 transportation to other than the original departure point if there is no additional cost to the government.
27 Any additional costs will be paid by the individual.
28 • GSA Travel Exceptions – In certain instances, GSA will invoke exceptions to the FTR, for a
29 period of time, to ensure travelers are able to conduct official government travel in a safe
30 manner. These exceptions could result from international events, times of war, disease
31 outbreaks, travel advisories, and may include changes to mode of transportation or travel routes.
32 • Travel Vouchers – Emergency incident resources in travel status follow home unit travel
33 regulations to claim reimbursement of travel expenses.
34 Reimbursement of travel expenses to casuals is made in accordance with hiring agency policies.
35 Foreign Travel
36 The following checklist can be used to prepare for an emergency incident assignment to a foreign
37 country.
38 • Travel Authorization – Contact the agency travel coordinator to ensure the proper travel
39 authorization and other required paperwork is established. Obtain foreign travel per diem rates,
40 insurance information, and other pertinent agency policies and guidelines.
1 • Valid Passport – This should be an official government passport and not a personal one. Federal
2 agencies may implement stricter requirements for all foreign travel regardless of foreign country
3 regulations.
4 • Visa – Obtain a Visa if required, for entry into the foreign country.
5 • Immunization Record – Additional immunizations may be required.
6 • Government Travel Charge Card – Ensure monthly limits are adequate and the account is
7 available for use. Contact the bank’s customer service number on the back of the charge card to
8 check the status and credit limit. Contact the home unit agency program coordinator prior to
9 start of travel if limit increases are needed.
10 • Cash or Traveler's Checks – Estimate needed amount based on projected length of assignment.
11 • Country-Specific Entrance Laws/Regulations – Canada considers certain violations as felonies
12 and may require an individual to pay a fine in order to enter the country, (e.g., arrested for
13 driving under the influence). The individual should notify the immediate supervisor and dispatch
14 of potential problems. Individuals are personally responsible for any fines; no reimbursement is
15 authorized.
16 • Country-Specific Information – Obtain information concerning the country’s vegetation, insects,
17 climate, housing, and diet. This information can be provided by the requesting agency. Dispatch
18 can provide a name, telephone number, website address, or other information. Obtaining this
19 information prior to leaving will better prepare an individual for a foreign assignment.
20 • Personal Items – At a minimum, the same personal items necessary for an emergency incident
21 assignment within the United States should be packed. In addition, other items may be required
22 depending upon the country and other conditions. Include adequate quantities of prescription
23 medications.
24 • Contact Names/Numbers – Update emergency telephone numbers and contacts with immediate
25 supervisor. Upon arrival, contact should be made with home unit dispatch and immediate
26 supervisor with the pertinent details of location and contact telephone number.
27 • Rental Car Insurance – Individuals traveling outside the United States will be reimbursed for the
28 cost of rental car insurance. Such insurance is necessary because of the rental and leasing
29 agency requirements mandated by foreign statutes and/or because legal procedures could cause
30 legal difficulty for an individual involved in an accident.
31 • Personal Travelers Insurance – Personal travelers’ insurance is not reimbursable.
32 All employees engaged in work in a foreign country need to consult with their agency personnel
33 specialist for FLSA exemption criteria. FLSA does not apply to positions, permanent or temporary
34 (including details), outside of the United States. Title 5 Code of Federal Regulations 551.2 12(b)
35 discusses the foreign exemption criteria.
1 Chapter 20 – Acquisition
2 Objective
3 This chapter sets forth procedures governing emergency incident acquisition operations. Specific
4 and complete guidelines for acquisition are available from the incident agency acquisition office.
5 Authority
6 Federal agency authority is derived from the Federal Property and Administrative Services Act of
7 1949, 41 U.S.C. 253, as amended. State authorities are derived under the specific statutes for each
8 state.
1 • Coordinate with the incident support units to ensure the needs of the incident agency and IMT
2 are met.
3 BUYT responsibilities:
4 • Support incident procurement through coordination with the incident agency administrative staff
5 (reference Chapter 40 on BUYT Coordination).
6 • Coordinate with dispatch and IMT to establish procedures for filling and documenting resource
7 orders for services, supplies, and equipment from the open market and established sources.
8 • Provide the incident agency with acquisition documentation established during the incident
9 assignment.
10 • Coordinate with the incident agency and IMT to ensure incident agency procurement regulations
11 and property accountability requirements are met.
1 Sources of Supply
2 The procurement officer shall evaluate the availability of goods and services, price, and delivery costs,
3 and select the source that best meets incident needs, including but not limited to the following:
26 National Contracts
27 The following national contracts are established for interagency use. These sources are mandatory for
28 federal wildland firefighting agencies and are available for use by states and other federal agencies.
29 Reference the National Interagency Mobilization Guide for ordering procedures. Contracts can be
30 requested by emailing fsaqmisb@fs.fed.us.
31 • Airtanker services
32 • Type 1 and Type 2 helicopter services
33 • Aircraft services for transport and smokejumper transport
34 • Portable retardant base equipment rental
35 • Bulk retardant
36 • Type 2-IA National Crews
37 • Mobile Food and Shower Services. The administration of the National Mobile Food and
38 National Mobile Shower Facilities contracts is the joint responsibility of the USDA-FS-NIFC
1 Incident Support Branch and the using agency. A list of designated COTRs and Project
2 Inspectors for these two National Contracts is available electronically at
3 https://www.fs.usda.gov/managing-land/fire/contracting. The incident agency or IMT should
4 order a designated Contracting Officer’s Technical Representative when additional contract
5 administration assistance is needed beyond the IMT’s capabilities.
6 o The National Mobile Food Services Contract is used any time mobile food services are
7 needed for federal wildland fire incidents in the western United States. The federal wildland
8 fire agencies are obligated to order services from the national Mobile Food Service Units
9 (MFSU) contractors any time (1) the number of people to be fed is at or above 150 persons
10 per meal and (2) the headcount is estimated to remain at those numbers, or greater, for at
11 least 72 hours from when the headcount first reaches 150 per meal, provided the contractors
12 can reasonably meet the incident’s time frames.
13 MFSU may also be ordered for other types of incidents at the government’s option. State
14 and other federal cooperators may also utilize this contract at their option.
15 o The National Mobile Shower Facilities Contract is the mandatory source for federal wildland
16 firefighting incidents whenever there is a need to order mobile shower facilities. These are
17 requirement contracts with no minimum order thresholds.
18 Reference https://www.fs.usda.gov/managing-land/fire/contracting for additional national contracts that
19 may be available for use.
20 Acquisition Methods
21 Purchases shall be made by the most efficient method and in accordance with incident agency
22 procedures. On long-duration incidents, procurement officials should consider negotiating a new
23 agreement for non-solicited equipment to obtain reasonable rates. The incident/project order and request
24 numbers must be included on all acquisition documents (including convenience checks and government
25 charge card receipts). Emergency incident acquisition methods, which are different from standard
26 acquisition procedures, are described below.
1 Changes or modification to the land use agreement (LUA) terms and conditions may be made by the
2 original signing procurement officer or successor. Successor in this case is defined as a subsequent
3 procurement official supporting the incident. Incident name, incident number, and effective date will be
4 included for each LUA established.
5 The rental requirements are usually short term, for an undefined period, and open only during the length
6 of the incident. However, facilities and land use agreements can be negotiated preseason. Negotiations
7 should be made considering potential length of the incident and provide for varying rates based on
8 longer periods of time. When drafting land use or facility rental agreements, include the following
9 information (Appendix A – Tool Kit):
10 • Complete description of facilities/land, including specific location and boundaries.
11 • The intended use, including any owner restrictions.
12 • The agreed-to rate and the specific utilities included or not included in this rate.
13 • Provisions for making alterations to facilities/land.
14 • Restoration requirements.
15 • Condition of facilities/land. The landowner/authorized individual and government
16 representative(s) jointly perform and document a pre- and post-use physical inspection.
17 • Terms for loss, damage, or destruction of property.
18 • Applicable contracting terms and conditions as required by the incident agency. Federal and
19 state terms and conditions may vary.
20 Equipment Rental
21 Preseason competed agreements shall be used for extended attack as the first source for equipment
22 rentals. To avoid duplication and ensure coordination among agencies, where agency procedures
23 permit, only one preseason agreement should be initiated with each contractor for the same piece of
24 equipment.
25 If competed equipment is not available, it is appropriate to use an incident-only EERA for the rental of
26 equipment, property, and animals. Should the need arise for incident-only agreements, the following
27 process will apply.
28 Ordering Equipment
29 Reference ordering under the EERA and IBPA Administration section and the National Interagency
30 Mobilization Guide, Chapter 40.
31 • IBPA contracted equipment shall be ordered through dispatch centers utilizing current Dispatch
32 Priority Lists (DPLs) within their jurisdictional area. IBPA equipment request for out-of-area
33 incidents should be placed through normal dispatch channels. Existing agreements for
34 equipment ordered through the resource ordering system and arriving from outside of the local
35 area should be honored and should not be renegotiated. Generally, contractors’ cost of doing
36 business is established at their home base and does not change when they travel to incidents
37 outside their geographic area.
38 • Fire chasing is equipment prepositioned by a contractor without a resource order in an effort to
39 secure work. Every effort shall be made to utilize local area IBPA equipment listed on a current
40 DPL before prepositioned contracted equipment. If it arrives at an incident it should only be
1 used if there is a bona fide need and time does not permit ordering through established channels.
2 In those circumstances, apply the following guidelines:
3 o Prior to use, establish a resource order to document the need.
4 o Equipment with an existing agreement. Agencies are not obligated to honor rental
5 agreements for equipment not ordered through the resource ordering system. If the terms,
6 conditions, and rates are considered to be reasonable, the existing agreement may be used. If
7 the rate is significantly higher than local agreements and/or geographic area estimates, a new
8 agreement shall be established for the incident only.
9 o Equipment without an existing agreement. Refer the matter to a warranted contracting
10 officer (e.g., PROC or BUYT contracting officer) for establishment of an agreement using
11 local geographic area estimates.
12 o Any new agreement shall be valid for the duration of that specific incident only. The
13 contracting officer shall indicate the incident name and number in the effective dates (e.g.,
14 “for the XXX incident only”).
15 o Point of hire shall be the incident. Compensation for travel to and from the incident will
16 not be allowed.
17 Demobilization. When demobilizing contract equipment, vendors awarded an agreement
18 as a result of competitive solicitations, shall be given priority to remain on the incident
19 over resources with incident-only agreements, unless the IC determines it is necessary to
20 deviate based on a specific incident need or objective. Reference the National
21 Interagency Mobilization Guide, https://www.nifc.gov/nicc/mobguide/index.html.
1 • Discuss incident behavior responsibilities with the contractor. The contractor and their
2 employees shall comply with all established incident behavior responsibilities. This includes,
3 but is not limited to, the following:
4 • It is extremely important that inappropriate behavior be recognized and dealt with promptly. All
5 forms of harassment, including sexual and racial harassment, are inappropriate behavior.
6 Harassment in any form will not be tolerated.
7 Non-prescription illegal drugs (as recognized by Federal law) and alcohol are not permitted at the
8 incident. Possession or use of these substances will result in the contractor being released from the
9 incident. During off-incident periods, personnel are responsible for proper conduct and maintenance of
10 fitness for duty. Drug or alcohol use resulting in being unfit for duty will normally result in the
11 contractor being released from the incident.
12 Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other
13 verbal or physical conduct of a sexual nature. These constitute sexual harassment when (1) submission
14 to such conduct is made either explicitly or implicitly a term or condition of an individual’s
15 employment, (2) submission to or rejection of such conduct by an individual is used as the basis for
16 employment decisions affecting such individual, or (3) such conduct has the purpose or effect of
17 unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or
18 offensive working environment. (29 CFR 14 1604.11).
19 • Note on the face of the EERA whenever there are deviations or supplementation to the EERA
20 general clauses, including the applicable terms and conditions and how to obtain copies of these
21 requirements.
22 Hiring Methods
23 Most equipment should be obtained through a preseason competitive solicitation process. Follow
24 agency guidelines. Additionally, geographic areas should issue a supplement to establish standard
25 equipment rental rates, which reflect area costs, economics, and market conditions for equipment that is
26 not competitively solicited or is hired at an incident. Reference Exhibit 21 for Equipment and Method
27 of Hire National Standards.
28 Incident-Only EERAs
29 An agency warranted contracting officer may award EERAs at the incident depending on need. EERAs
30 negotiated at an incident will only be in effect until the end of the incident. Incident-only EERAs may
31 not be awarded unless competitive agreements are exhausted or unavailable for the date and time
32 needed.
33 Incident contracting officers shall refer to geographic area estimates based on where the incident is
34 located to establish incident-only rates for EERAs.
35 The following sequence may be considered by the incident contracting officer for incident negotiated
36 sign-up of equipment/services or use their business and contracting experience to negotiate a reasonable
37 rate:
38 • It is recommended geographic areas utilize the standard 90% rate established to negotiate an
39 incident-only rate. The 90% reports can be found at
40 https://www.fs.fed.us/business/incident/viprreports.php?tab=tab_d.
41 • Call the geographic area contracting officer responsible for preseason equipment/services for
42 assistance for incident-only negotiated rates.
1 • Determine if the vendor has standard commercial rates for the equipment/services or if there are
2 commercial rates established for similar equipment in the area (e.g., backhoes, bobcats, etc.).
3 These rates will be a starting point to establish fair and reasonable rates to be used for the
4 incident. Service Contract Act wage rates, longer hours and working environment/conditions,
5 especially if equipment comes with operator, can be taken under consideration.
6 • Direction on the use of hourly/daily rates for each type of equipment will be determined by
7 NWCG Standards for Interagency Incident Business Management (SIIBM), PMS 902, Chapter
8 20 and supplements.
9 Determine the labor cost (all-inclusive) when hiring with operator(s). Use the current revision of Wage
10 Determination, Emergency Incident/Fire Safety Services, as a guide for operator hourly rates. Reference
11 the IBC webpage at https://www.nwcg.gov/committees/incident-business-committee.
12 Incident-Only EERA and LUA Administrative Changes
13 An administrative change (FAR 43.101) is defined as a contract change that does not affect the
14 substantive rights of the parties (e.g., a change in the payment office, incident number, financial code).
15 For the purpose of administration, an incident may include a resource utilized for complexes, mergers,
16 splits, or lend lease for one unit, one IMT managing multiple incidents or multiple IMTs managing one
17 incident/complex. In these circumstances, the resource may continue performance under the original
18 EERA or LUA. In the event an incident is complexed, merged, and/or split, contracting officers may
19 add language to allow active land use agreements from the original incident to be utilized on the
20 subsequent incident as long as the payment center remains the same. A new resource order number may
21 be assigned for the new incident. If the resource is needed on an incident outside the responsible area of
22 the IMT(s), a new EERA or LUA shall be written.
23 Unique Items
24 Normal purchasing restrictions apply to emergency incident operations. However, special
25 circumstances exist which may necessitate the acquisition of unique items, goods, or services. Incident
26 agency procurement procedures will be followed.
27 Printing and copying may be purchased commercially, without a waiver from the Government Printing
28 Office (GPO), if the materials are of an administrative nature, for non-repetitive use (e.g., IAP printing)
29 and will only be used internally within the incident. These services should be procured through the most
30 cost-effective method and source. Colored copies and colored paper are considered unnecessary
31 expenses.
32 Purchase or rental of recreational/entertainment items are subject to agency direction and appropriation
33 authorities. Refer to incident agency appropriation authorities/direction and incident agency operating
34 guidelines for incident business administration (reference United States Code, Title 16-Conservation,
35 Chapter 1, Subchapter I, National Park Service, Sec. 1a2, (b) Recreation; United States Code, Title 16-
36 Conservation, Chapter 3, Subchapter I, General Provisions, Sec. 554d).
12 Commissary Returns
13 Commissary returns should be documented by the vendor’s issuance of a credit memorandum and
14 documented in the incident records.
1 • Food at Official Duty Station. This is considered a personal expense, and the regulation
2 prohibits receiving compensation in addition to the pay and allowances fixed by law (5 U.S.C.
3 5536). Federal funds cannot be used to pay subsistence or to provide food to regular government
4 employees at their official duty station or casuals working at their point of hire, except as stated
5 below. Similar state regulations may apply to state personnel.
6 • Conditions to Provide Food at Official Duty Station. Agencies may provide meals to personnel
7 at their official duty station at government expense during emergency operations which pose a
8 threat to life and property, if both of the following conditions are met:
9 o Emergency personnel are in the field engaged in emergency operations (e.g., search and
10 rescue, firefighting activities – fireline personnel), and
11 o The operational period prevents personnel from taking meals at home or in the normal
12 office/work station environment.
13 If both conditions are not met, agencies may provide meals to personnel engaged in support of
14 emergencies if personnel are unable to sufficiently provide their own subsistence due to long shifts or
15 lack of preparation time. The cost of the meal(s) will be deducted from their payroll through agency
16 procedures.
17 • Supplemental Food and Drinks. Absent a more restrictive agency or geographic area policy, the
18 following supplemental foods may be provided:
19 Fruit OR dried fruit OR fruit juice and vegetables. Fruits and vegetables should be in-season,
20 available locally, and reasonably priced to avoid excessive costs and difficulty in procurement.
21 Liquid supplements in the form of sports drinks or mixes that provide electrolytes and meet the
22 carbohydrate solution mixes recommended in Feeding the Wildland Firefighter. Sharkey, Brian,
23 et al., Feeding the Wildland Firefighter, Fire Tech Tips, July 2002 (available at
24 https://www.fs.fed.us/t-d/pubs/).
25 In addition to the fruit and liquid supplements, candy bars and energy bars may be provided to
26 supplement those included in sack lunches. The objective is to provide for an average of 1,000
27 kilocalories of solid supplements per firefighter per day. For additional information regarding firefighter
28 nutrition refer to https://www.nwcg.gov/sites/default/files/memos/eb-m-16-010a.pdf.
29 Any supplemental foods provided will require IC justification AND concurrence from the AA. The only
30 acceptable justification for providing supplemental foods is to meet the expanded nutritional needs of
31 firefighters performing prolonged or arduous work. Supplemental foods are not authorized for
32 mobilization centers, staging areas, or personnel not engaged in work on the incident. “Incident Base
33 and Camp meals” provide adequate dietary needs for most work situations. Bottled water is not a
34 supplemental food and may be provided in accordance with incident agency policy.
35 No other supplemental food or drinks shall be authorized. Purchasing jerky products, chips, gum, soda-
36 pop, “designer drinks” and so-called “energy” drinks (containing caffeine, guarana, ephedra, and other
37 stimulants), etc. are not allowed under this policy.
38 Special or cultural dietary needs should be met through the National Mobile Food Services Contract or
39 catered meals.
40 Crews or other resources may request replacement of preseason purchased supplemental foods
41 consumed on an incident by requesting an S number through the incident replacement process.
1 • Supplemental Vitamins and Minerals. Procuring and dispensing over-the-counter vitamin and
2 mineral supplements are not authorized.
3 Military
4 Chapter 50 and the Military Use Handbook set forth items which may have to be supplied by the
5 incident. There are no special procurement authorities, beyond those already available, for incidents to
6 acquire goods or services for the military. Procurement officers should coordinate with the IBA and
7 Military Liaison to determine operating procedures.
8 Modular Airborne Fire Fighting System (MAFFS) units normally require incident agency procurement
9 support for meals, lodging, and supplies. Close coordination between the MAFFS unit and the incident
10 agency is necessary to ensure needs are met and procurements are proper. Reference annual MAFFS
11 Operating Plan, issued by NIFC, Forest Service Fire and Aviation Management at
12 http://www.wildfirelessons.net for detailed information.
13 Water
14 Potable or non-potable water may be acquired from local governments or private sources. These
15 acquisitions may require special permits or authorizations. Local government representatives should be
16 consulted for sources of supply and disposal and guidance regarding water rights and cost information.
17 Awards
18 Emergency incident funds shall not be used to provide monetary or non-monetary awards to personnel.
19 Emergency incident funds shall not be used to show appreciation for local community support (e.g.,
20 certificates, billboards, forms of advertisement, or refreshments).
31 Ordering
32 At the time equipment is ordered the following will occur:
33 • Specify conditions of hire (e.g., number of operators, contractor or government-provided
34 operator and/or supplies, equipment ordered).
35 • Inform contractor where and when to report, and location of inspection site.
36 • Negotiate point of hire and time of hire. For most contracted resources, the time under hire shall
37 start at the time the resource begins traveling to the incident after being ordered by the
38 government, and end at the estimated time of arrival back to the point of hire after being
39 released. For some contracted resources (e.g. Tents/Canopy) the time under hire shall start when
1 the resource is set up and operational and end after the resource is released. The point and time
2 of hire are significant for determining when payment begins and ends. The agreement will
3 provide details of the point and time of hire applicable to that resource.
4 • Issue incident order number and request number to contractor and inform them to provide the
5 Finance/Administration Section all certification or documentation required by the agreement.
6 • Coordinate hiring of casuals with hiring official for government-provided operator.
7 • Ensure delivery of Emergency Equipment Rental-Use Envelope, OF-305, and related documents
8 to the Finance/Administration Section.
9 Inspections
10 At the time of hire, contracted equipment must be inspected using the Vehicle/Heavy Equipment Pre-
11 Use Inspection Checklist, OF-296, (Exhibit 24). Contract compliance inspections may be performed at
12 the discretion of the Government using Contract Compliance Inspection Checklists or other appropriate
13 forms. A resource can be determined to be noncompliant if the equipment, personnel, company, or
14 service does not meet the requirement of the agreement. The IMT is responsible for administration of
15 the agreement and maintaining documentation in the resource file for compliance issues and
16 administrative decisions/actions. The person authorized to place the order with the vendor must
17 coordinate with the agency-identified inspector to complete the pre-use inspection. The IMT is
18 responsible to ensure adequate inspections are completed for all contracted equipment arriving at the
19 incident.
20 Equipment signed up under an IBPA or EERA and inspected at the time the IBPA or EERA is
21 established, must be re-inspected at time of incident use.
22 If contracted equipment is inspected and accepted upon order, it does not require re-inspection at the
23 incident. If inspection of the equipment cannot occur at time of order, inspection shall take place upon
24 arrival at the incident or designated location. If the resource has not been previously inspected and
25 accepted prior to arrival at the incident and does not pass inspection, no payment will be made for travel
26 to the incident or point of inspection. Contracted equipment may be given the opportunity to become
27 compliant. If the contracted equipment becomes compliant and is ultimately accepted at the incident,
28 return travel will be paid. If the contracted equipment never becomes compliant or is never accepted by
29 the incident, then return travel will not be paid.
30 The Government reserves the right to conduct inspections at any time.
31 Documentation
32 The Finance/Administration Section will ensure the equipment time is properly recorded in accordance
33 with the terms and conditions of the EERA or IBPA and document significant events during the period
34 of rental. The following forms will be utilized to document equipment use:
35 • Incident Blanket Purchase Agreement (IBPA), SF-1449. Documents the terms and conditions of
36 the preseason rental of the contractor’s equipment.
37 • Emergency Equipment Rental Agreement (EERA), OF-294. Documents the agreement with the
38 contractor and sets forth the terms and conditions of rental. Procurement officers, with delegated
39 authority, are authorized to enter into agreements with contractors for the rental of equipment
40 (Exhibit 23).
1 It includes a checklist that indicates items contained in the envelope, agreement information, and
2 whether any administrative follow up is required (Exhibit 28).
3 The envelope is prepared at the time of hire by the hiring official and will contain a copy of the
4 EERA, IBPA, or contract, pre-use inspection, Emergency Equipment Shift Ticket book with the
5 time of hire, mileage, or other necessary information recorded.
6 • This envelope is transmitted to the incident with the contractor or by some other method. Other
7 documentation is included in the envelope by the Procurement Unit as it is completed.
8 Forms Distribution
9 If other than standard official forms are utilized (e.g., e-ISuite, commercial logs or invoices) ensure
10 adequate copies are provided and original legible signatures are in other than black ink
11 The Emergency Equipment Rental Agreement (EERA), OF-294, and Emergency Equipment Use Invoice,
12 OF- 286, may be computer generated. These forms should always be distributed as follows:
13 • Contractor.
14 • Ordering office (incident agency).
15 • Payment office (original invoice, signed in other than black ink).
16 • Incident Finance Package, (Exhibit 41).
17 The Emergency Equipment Shift Ticket, OF-297 is color coded for ease of distribution and are to be
18 distributed as follows:
19 • Pink to payment office (original legible signature).
20 • Blue to incident finance package.
21 • Goldenrod to Contractor.
22 • White remains in the book.
23 The Emergency Equipment Fuel and Oil Issue, OF-304, is color coded for ease of distribution and are to
24 be distributed as follows:
25 • Pink to payment office (original legible signature).
26 • Second Pink is used for documenting the deduction on the receiving resource’s invoice for fuel,
27 oil, or supplies.
28 • Blue to incident finance package.
29 • Goldenrod to Contractor.
30 • Green is issued to individual receiving the products.
31 • White remains in the book.
32 Equipment Release
33 Although the Government reserves the right to inspect at any time, in general the Government does not
34 perform release inspections on contract equipment.
35 When contract equipment is released, Finance section personnel will ensure:
29 Contract Claims
30 Contract claims may be settled by the original contracting officer, or a designated successor contracting
31 officer, acting within their delegated warrant authority and limits set by the incident agency. At the time
32 of establishment, the contracting officer may add comments in the special provisions section of the
33 EERA, allowing for claims settlement (e.g., “Any federally warranted contracting officer may settle
34 claims against this EERA”). Claims settlement authority is located at C.5 in the contract clauses of the
35 IBPAs. Each settlement shall include a contracting officer's determination and findings (Appendix A –
36 Tool Kit). Each claim settled shall be fully documented, attached to the Emergency Equipment Use
37 Invoice, OF-286, and forwarded to the payment office. In the event a settlement cannot be reached, and
38 a dispute arises, the written final decision shall be made by the contracting officer initiating the EERA or
39 IBPA or an agency-designated successor contracting officer.
40 Payment for equipment use shall not be delayed beyond a reasonable period to obtain documentation
41 needed to support a contractor's claim.
1 The following are general guidelines for dealing with a claim or potential claim:
2 • Incident personnel shall not advise, comment, or solicit a contractor's claim.
3 • While there is no specific form on which to file a claim, the claim must be in writing and include
4 the following:
5 o Claimants complete name, mailing address, and phone number.
6 o Legible signature of the equipment owner or legal representative.
7 o Claimant's statement of facts concerning the damage.
8 o Claimant's itemized listing of the amount claimed, including estimated values of equipment
9 before damage.
10 o Witness statements if available.
11 • Incident personnel managing the equipment are responsible for documenting the damage and
12 initiating the investigation. The extent of the investigation should be appropriate to the
13 complexity and/or amount claimed. The investigator shall avoid conclusions and opinions and
14 shall only present observations and facts. The investigation report should include the following
15 items:
16 o Description of the damage and circumstances leading to the damage; including location of
17 the area, sequence of events, weather, and road conditions.
18 o Law enforcement investigation report if applicable.
19 o List of witnesses and statements.
20 o Sketches, maps, diagrams, or photographs of the scene or equipment.
21 • Incident personnel having knowledge of potential claims should provide information to the
22 PROC or contracting officer.
23 • Incident personnel sign and record the date the claim was received. This is the only information
24 entered. Incident personnel may not complete any information for the claimant.
25 • Claims may be submitted to the PROC, incident agency, or contracting officer. The claim does
26 not have to be completed at the incident. Contractors intending to file a claim should so note in
27 block 22 of the Emergency Equipment Use Invoice, OF-286, to protect the right to file.
33 Payments
34 Prior to implementing any incident payments (including purchases made by government charge cards or
35 convenience checks) coordination with the incident agency is required.
36 The incident agency may review payment packages prior to submission to the designated payment
37 office. Federal payments must be made by electronic funds transfer (EFT) unless a waiver has been
38 approved.
1 Incident agencies may establish specific payment timeframes for vendors, (e.g., weekly during an
2 incident, upon demobilization of outgoing IMT). Partial payments should be considered, taking into
3 account the following:
4 • Length of incident (14 days or longer).
5 • Duration of resources away from home unit.
6 • Local vendor ability to restock.
7 Emergency Equipment Rental Agreement (EERA) and Incident Blanket Purchase Agreement
8 (IBPA)
9 Unless otherwise specified in the EERA or IBPA, the jurisdictional or protection agency is responsible
10 for payment. The following documents, when applicable, should be submitted for payment of EERAs
11 and IBPAs:
12 • Documented proof the equipment was ordered in accordance with agency procedures. If the
13 order originates through an automated resource ordering system, the resource order number is
14 required. A detailed report from the automated system may be requested at a later date for audit
15 purposes (Exhibit 23). If the order does not originate through an automated system, then a copy
16 of the Resource Order is necessary.
17 • Copy of the Emergency Equipment Rental Agreement (EERA), OF-294 or Incident Blanket
18 Purchase Agreement (IBPA), SF-1449.
19 • Original Emergency Equipment Shift Tickets, OF-297, vendor provided daily work sheet, or
20 other documents provided by incident.
21 • Original Emergency Equipment Use Invoice, OF-286, or original commercial vendor invoice
22 (indicate incident name, number, resource order number, agreement number, and government
23 representative signature).
24 • Emergency Equipment Fuel and Oil Issue, OF-304, (if deductions are made) or a log with
25 approving official legible signature included.
26 • Copy of the Vehicle/Heavy Equipment Pre-Use Inspection Checklist, OF-296, or other
27 appropriate form.
28 • Repair orders, commissary issues, findings and determinations for claims, and any other
29 documents supporting additions or deductions to the payment.
30 National Contracts
31 National contracts such as mobile food and showers are issued through the Forest Service at NIFC and
32 payments are made by the Forest Service Incident Finance Branch at the Albuquerque Service Center,
33 regardless of incident agency. Payment procedures are set forth in the contracts which can be requested
34 by emailing fsaqmisb@fs.fed.us.
35 Reimbursement and payment procedures may be different for all-hazard incidents depending on the
36 jurisdictional agency for the incident. For additional guidance, contact the incident agency business
37 lead.
1 Exhibits
2 Exhibit 21– Equipment and Method of Hire National Standards
3 Exhibit 22 - Sample Report from Automated Dispatch System
4 Exhibit 23 – Emergency Equipment Rental Agreement, OF-294
5 Exhibit 24 – Vehicle/Heavy Equipment Pre-Use Inspection Checklist, OF-296
6 Exhibit 25 – Emergency Equipment Shift Ticket, OF-297
7 Exhibit 26 – Emergency Equipment Use Invoice, OF-286
8 Exhibit 27 – Emergency Equipment Fuel and Oil Issue, OF-304
9 Exhibit 28 – Emergency Equipment Rental Use Envelope, OF-305
10 Exhibit 29 – Solicitation/Contract/Order for Commercial Items, SF-1449
11 Exhibit 30 – Incident Demobilization Vehicle Safety Inspection, ICS-212
12 Exhibit 31 – Commercial Rental/Service Envelope
13 Exhibit 32a – Emergency Facilities & Land Use Agreement, PMS 902-2
14 Exhibit 32b – Emergency Facilities & Land Use Agreements Checklist and General Guidance
Ambulance Emergency response vehicle Type 1 – Advanced Life Support; Minimum 2 staff Daily S/D N
with medical services team, (paramedic and EMT); Transport 2 litter patients; Wet
equipment, and supplies for Training and equipment meets or exceeds standards With 2 Operators
patient transport and as addressed by EPA, OSHA and NFPA 471,472,473 (per single shift)
emergency medical care out of and 29 CFR 1910, 120 ETA 3-11 to work in HazMat
hospital Level B and specific threat conditions; All
immunized in accordance with CDC core adult
immunizations and specific threat as appropriate
Type 2 – Advanced Life Support; Minimum 2 staff
(paramedic and EMT); Transport 2 litter patients,
non-HazMat response
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Bus, Coach Bus with comfortable seats for 47-person minimum capacity Mileage or S N
longer travel minimum daily
Compliant with state and federal DOT
guarantee,
Contractor must have $5 million of liability whichever is greater.
insurance per CFR 49 Part 387.33
With one operator
Driver and all operating supplies
Wet
A/C
Bus, Crew Carrier School type bus with seat belts 22-person minimum capacity + tools/equipment Mileage or S N
minimum daily
Compliant with state and federal DOT.
guarantee,
Driver and all operating supplies whichever is greater.
Contractor must have $5 million of liability With one operator
insurance per CFR 49 Part 387.33
Wet
Max age 1999 and include seatbelts
Refer to national solicitation template for minimum
specifications.
(Crew Carrier Bus)
Bus, Shuttle Van Chassis, 18-32 Passengers 18-person capacity minimum Mileage or S N
minimum daily
A/C
guarantee,
Compliant with state and federal DOT. whichever is greater
Driver and all operating supplies with operator
Contractor must have $5 million of liability Wet
insurance per CFR 49 Part 387.33
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Chainsaw Repair On-site chainsaw repair Specify provisions for reimbursement of parts Daily S N
Service Wet
With operator
Copier Paper copier, black and white, May need: Collator/Sorter, Stapler. Specify delivery Weekly / Monthly N/A Y
or color costs. Plus rate per copy
Crash Rescue Aircraft Rescue and Consult with air operations personnel for equipment Daily S/D N
(Aircraft) Firefighting (ARFF) requirements. May reference national solicitation Wet
Apparatus template (Water Handling) for language. With 3 operators
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Dozer Crawler Tractor with dozer Type 1 – Min. 240+ HP + 60,000lbs min base weight Daily, plus mileage S/D N
blade rate for Mob and
Type 2 – Min. 150 - 250 HP + 35,000lbs min base
Demob (Transport)
weight
Wet
Type 3 – Min. 99 - 165 HP + 20,000lbs min base With operator
weight Rate includes
Type 4 – Min. 50 -110 HP + 10,000 lbs min base service vehicle
weight
Reference national solicitation template for minimum
specifications (Heavy Equipment).
Engine Type 3 – 150 GPM at 250 PSI, 500 + Gal Daily S/D N
Type 4 – 50 GPM at 100 PSI, 750 + Gal Wet
Type 5 – 50 GPM at 100 PSI, 400 + Gal With operator
Type 6 – 50 GPM at 100 PSI, 150 + Gal NWCG standard is
Reference national solicitation template for minimum T3 – 3 operators
specifications (Types 3 - 6) (Water Handling). All T4 – 7 = + 2
NWCG standards must be met. operators
Additional operators
may be ordered
Excavator Crawler mounted hydraulic Type 1 – 160+ HP + 50,000 lbs min base weight Daily, plus mileage S/D N
excavators rate for Mob and
Type 2 – 111+ HP + 30,000 lbs min base weight
Demob (Transport)
Type 3 – 81+ HP + 20,000 lbs min base weight Wet
Type 4 – 60+ HP + 15,000 lbs min base weight With operator
Rate includes
Reference national solicitation template for minimum service vehicle
specifications (Heavy Equipment).
Mandatory hydraulic thumb or clamshell.
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Faller, Module 2 Faller Units (2 qualified 2 saws (per faller): min 67 cc saw w/ 30 in. bar; Daily S N
fallers, 2 saws per faller, and spark arrester, and chainbrake required per faller Wet
4-wheel drive/ all-wheel drive Rate includes
Refer to National solicitation template for faller
transportation) vehicle
qualifications. (Faller Module)
Faller, Single (Basic, Intermediate, or 2 saws: min 67 cc saw w/ 30 in. bar, spark arrester, Daily S N
Advanced) and chain brake required per faller Wet
Refer to National solicitation template for faller Rate includes
1 Faller Unit (qualified faller,
qualifications. (Faller Module) vehicle
2 saws, 4-wheel drive/ all-
wheel drive transportation)
Feller Buncher Machine to fall and cut trees Type 1 – 226 HP and greater Daily, plus mileage S/D N
rate for Mob and
Type 2 – 160 HP to 225 HP
Demob (Transport)
Specify Tracked or Rubber Tired (wheels) & cutting Wet
capacity needed With operator
Reference national solicitation template for minimum
specifications (Misc. Heavy Equipment).
Food Service, For catered meals (mobile) in a.k.a. Mobile Field Kitchen (reference national Per meal (breakfast, N/A Y
Catering quantities under the minimum contract meal specifications) lunch, dinner)
order for the NIFC national Plus mileage
contract. These are other than Plus relocation fee
the national contracts (only if applicable)
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Fuel Tender Fuel truck used as a fuel Gas – Unleaded/Diesel/Lubricant Daily Rate S/D N
station at incidents
Vendor’s fuel price can be negotiated at time of hire Wet
and should reflect all applicable taxes and rounded to
With operator
the nearest whole cent. Fuel price adjustments
should be negotiated with CO. Vendor must accept
credit cards at the incident. Vendor should be
capable of logging useage via Fuel/Oil Issue or a
spreadsheet.
Type 1 – 3,501+ gallons
Type 2 – 2,501 - 3,500 gallons
Type 3 – 500 - 2,500 gallons
Reference national solicitation template (Fuel
Tender) for minimum specifications.
Generator Portable electricity generator Consider commercial contract/credit card; Specify Daily / Weekly / N/A Y
minimum KW; consider distribution cables and Monthly
supplies needed Dry
Without Operator
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Handwash Plastic sink units with foot Consider commercial rental contract/credit card; Daily N/A Y
Station, Portable pump Single or multiple sink units. Plus service charge
(specify frequency
of service) and
mileage
Handwash Self-contained trailers with hot Type 1 – 12+ sinks Daily N/A Y
Station, Trailer and cold water, soap, and Type 2 – 8-11 sinks With operator
Mounted supplies Untyped – 7 or less sinks Rate includes
servicing
Refer to national solicitation template (Potable water
truck/Gray water truck/Handwash Station Trailer
Mounted) for additional specifications.
Laundry, Mobile Complete laundry unit Type 1 – Minimum production capability Daily N/A N/A
2,500 lbs per day Plus mileage for
Type 2 – Minimum production capability Mob/Demob
1,500 lbs per day Plus rate per pound
Wet
Refer to national solicitation template (Mobile
Laundry) for additional specifications
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Masticator, a.k.a. Machine for grinding Tracked or Rubber tired mounted typing based on Daily, plus mileage S/D N
Mulcher or slash vegetation dozer HP rate for Mob and
buster Same equipment as an Boom mounted typing Demob (Transport)
excavator with a different Wet
Type 1 Min 160 HP and Min Operating Weight
boom attachment With operator
50,000 lbs
Rate includes a
Type 2 Min 111 HP and Min Operating Weight service vehicle
30,000 lbs
Type 3 Min 81 HP and Min Operating Weight
20,000 lbs
Type 4 Min 60 HP and Min Operating Weight
15,000 lbs
Emergency Line-qualified with medical EERA should specify who will pay for restocking Daily plus mileage S N
Medical kit and transportation consumables used, transportation, and state specific (if vehicle is vendor
Technician qualifications. Personnel swap out should not be provided)
(EMT)/ Paramedic compensated by the incident. With operator
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Potable Water Provides drinking water Type 1 – 4,000 + gal Daily S/D N
Truck
Type 2 – 2,500-3,999 gal Wet
Type 3 – 1,000-2,499 gal With operator
Type 4 – 400-999 gal
Must meet state and local certification requirements
Government may provide potable water or reimburse
fees.
Reference national solicitation for minimum
specifications (Potable & Gray Water
Truck/Handwash Station)
Pumper Cat A crawler tractor with dozer Type 1 – Minimum 200+ HP, 500+ gal Daily S/D N
blade, tank, and pump Type 2 – Minimum 100-199 HP, 325-499 gal Plus mileage rate for
Type 3 – Minimum 60-99 HP, 200-324 gal Mob/Demob
All Types: Pump rating – 30 gpm @ 70 psi (Transport)
Reference national solicitation template (Heavy Wet
Equipment w/ Water) for minimum specifications. With operator
Road Grader Used for road maintenance or Type 1 – 165+ HP Daily S/D N
rehabilitation Type 2 – 120 - 164 HP Wet
12-foot mold board minimum With operator
Reference National Solicitation for minimum Plus mileage rate for
specifications (Misc. Heavy Equipment) Mob/Demob
(Transport)
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Skidder Used for moving logs Type 1 – 176+ HP Daily, plus mileage S/D N
Type 2 – 100-175 HP rate for Mob and
Type 3 – 60-99 HP Demob (Transport)
Can be ordered with different grapple configurations Wet
or with winch line With operator
Reference national solicitation template for minimum
specifications (Misc. Heavy Equipment).
Skidgine A rubber-tired skidder with a Type 1 – 176+ HP, 50 gpm @ 100 psi, 1,200 + gal Daily, plus mileage S/D N
tank and pump Type 2 – 75-175 HP, 50 gpm @ 100 psi, 800-1,199 rate for Mob and
gal Demob (Transport)
Type 3 – 100 + HP, 30 gpm @ 70psi, 400-799 gal Wet
Type 4 – 60-99 HP, 30 gpm @ 70psi, 200-399 gal With operator
Reference national solicitation template (Heavy
Equipment w/ Water) for minimum specifications.
Softtrack A carrier equipped with tracks Type 1 – (600+ Gal, min 170 HP) Daily S/D N
that conform to varying Pump Capacity: 30 gpm @ 70 psi Plus mileage rate for
ground conditions and is 12 mph minimum speed on level ground Mob/Demob
equipped with a tank and Reference national solicitation template (Heavy Wet
pump Equipment w/Water) for minimum specifications With operator
Tank, Portable Self-standing storage tank, Specify gallon requirements. Daily / Weekly / N/A Y
(Water Storage) PUP, dip tank, etc. Monthly
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Tent / Canopy Tent (synonymous with yurt): Tent: Daily rate not N/A Y
Fully enclosed area for including additional
Type 1 – 1001-1300 ft2
personnel. Complete package items if ordered.
including all equipment and Type 2 – 701-1000 ft2
Mileage rate paid
on-site support to provide a Type 3 – 501-700 ft2 for delivery/pick up
contained space with insulated
walls, insulated ceiling, Type 4 – 200-500 ft2
flooring, temperature control,
power source, power
distribution, outlets, and Canopy:
lighting. Type 1 – 2201-3200 ft2
Optional Items: Vestibule Type 2 – 1400-2200 ft2
connector, screen walls,
divider walls. Type 4 – 200-500 sq. ft.
A/C generator insulation floor optional
Canopy: Free standing shelter Reference national solicitation template for minimum
that provides cover from specifications. (Tent)
elements overhead, does not
require climate control, power
outlets, lighting, or
generator/power source.
Optional Items; side walls,
screen walls, divider walls.
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Tractor – Plow Type 1 – Min. 240 HP and greater + 60,000 lbs min Daily S/D N
base weight Wet
With operator
Type 2 – Min. 150 HP – 250 HP + 35,000 lbs min
base weight
Type 3 – Min. 99 HP – 165 HP + 20,000 lbs min
base weight
Type 4 – Min. 50 HP – 110 HP + 10,000 lbs min
base weight
Reference national solicitation for minimum
specifications (Heavy Equipment)
Trailer, Clerical Clerical support for copying, Includes photocopier, scanner, fax machine, printer, Daily / Weekly / N/A Y
Support scanning, faxing, etc. plotter, etc. Monthly
Internet With operator
Reference national solicitations for minimum Plus rate per copy
specifications (Clerical Support Unit)
Trailer – Trailer equipped with Refer to national solicitation template for Daily / Weekly / N/A Y
Communications programmable radios specifications (Communications Trailer) Monthly
Wet
With operator
Trailer – GIS Mobile unit for providing GIS Reference national solicitation template for Daily / Weekly / N/A Y
services specifications. (GIS Unit) Monthly
Wet
With operator
Trailer – Mobile unit to support Refer to national solicitation template for Daily / Weekly / N/A Y
Helicopter helicopter operations specifications. (Helicopter Operations Support Monthly
Operations Trailer) Wet
Support With operator
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Trailer-Mobile Vacant job shack type trailer These are also available through GSA Schedules Monthly N/A Y
Office with HVAC and steps Mob/Demob
Without operator
Trailer-Mobile Mobile unit to provide Move in/Move out cost included in daily rate. Daily N/A Y
Sleeper Unit sleeping accommodations Specify number of beds needed. Wet
With operator(s)
Transportation, Must meet U.S. Coast Guard and State requirements Daily S N
Boat Wet
With operator
Transportation, Heavy equipment transport, Type 1 – rated at loads over 70,000 lbs Mileage or S/D N
Lowboy including tractor & trailer Type 2 – rated at loads 35,001 to 69,999 minimum daily
Type 3 – rated at loads up to 35,000 lbs. guarantee
(Reference: Heavy Equipment, Heavy Equipment w/ Wet
Water, Misc. Heavy Equipment IBPA template.) With operator
(Reduce rate to 65%
if operator also
operates the
equipment being
hauled)
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Transportation, Horse or mule pack team May require vendor to provide certified weed free Daily S N
Pack String hay for pack string. With packer/
wrangler
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Water Tender – Used in a support role as a fire Type 1 – 4,000 + gal / 300gpm @ 50 psi Daily S/D N
Support engine refill unit or for dust
Type 2 – 2,500-3,999 gal / 200gpm @50 psi Wet
abatement.
Type 3 – 1,000-2,499 gal / 200gpm @50 psi With operator
With spray bars
All NWCG standards must be met.
Reference national solicitation for minimum
specifications (Water Handling)
24-Hr
Equipment Name Description Equipment Specification and Typing Method of Hire Shift
Day
Water Tender – Used for direct fire Type 1 – 2,000+ gal / 250 gpm @150 psi Daily S/D N
Tactical suppression missions.
Type 2 – 1,000-1,999 gal / 250 gpm @ 150 Wet
Operator must meet fireline qualifications With 2 operators
All NWCG standards must be met. Reference
national solicitation for minimum specifications
(Water Handling)
Weed Washing Self-contained unit for With Recycling Water System Daily S N
Units washing vehicles and Refer to national solicitation template for additional Wet
equipment specifications Weed Washing Unit With operator(s)
2 Pre-Use Inspection
3 1. Inspector completes block numbers 1-10.
4 2. Inspector completes vehicle/equipment inspection checking all items as indicated in applicable
5 Section I, II, or IV and Section V “Remarks” if needed. If applicable, Section IV, item 23 is
6 continued on the back side of the “Finance Copy – Release.”
7 3. Inspector must sign the Pre-Use inspection, block 10 marking either “Accepted” or “Rejected.”
8 4. Operator to print name and title, and sign and date acceptance of liability, Section III.
9 5. “Finance Copy – Pre-Use” (white copy) is sent immediately to the Finance section.
10 6. “Contractor Copy – Pre-Use / Release” (yellow copy) is given to operator with instruction to
11 bring the copy back for release at demobilization.
12 7. “Finance Copy – Release” (pink copy) and “Inspector – Pre-Use / Release” (goldenrod copy) are
13 retained by the Inspector.
14 Release
15 Retrieve “Contractor Copy” and place between the “Finance Copy – Release” and “Inspector – Pre-
16 Use/Release” copies that were held by the Inspector.
17 Block 11, “Release” must be completed by both Operator and Inspector. Operator to print name, title,
18 sign, and date documenting no damage/no claim at time of release.
19 Inspector returns “Contractor Copy” to Operator and immediately sends “Finance Copy – Release” and
20 “Inspector Copy” to the Finance Section.
2 Instructions for completing the Emergency Equipment Shift Ticket, OF-297 can be found:
3 https://www.nwcg.gov/committees/incident-business-committee/training-courses.
Instructions for completing the Emergency Equipment Use Invoice, OF-286, can be found:
https://www.nwcg.gov/committees/incident-business-committee/training-courses.
2 Exhibit 32a – Emergency Facilities & Land Use Agreement, PMS 902-2
3 https://www.nwcg.gov/publications/902-2-2
4 Exhibit 32b – Emergency Facilities & Land Use Agreement Checklists and General Guidance
5 https://www.nwcg.gov/publications/902-2
38 Identification
39 Property received from the incident supply system is generally identified as government property. If
40 not, or if property is received directly from a commercial vendor, DLA, or GSA, it must be identified as
41 government property.
1 Accountable Property – Items with a purchase price of $5,000 or more (USDI or USDA), or items the
2 incident agency considers sensitive (e.g., cameras, chainsaws, personal or laptop computers, GPS units).
3 State and other federal agencies may have established a different purchase price for accountable and
4 sensitive property. This property is generally tagged with an agency identification number. Property
5 obtained through the cache system may be designated as trackable property and should be handled the
6 same as accountable or sensitive property.
7 IMTs or BUYTs should create a separate tagging/tracking system for property procured or rented for the
8 incident from commercial sources in order to facilitate the disposal of the property to the correct location
9 at the end of the incident (e.g., a label containing item, value, resource request number, incident name,
10 date purchased, and location for return).
11 Durable Property – Durable property includes those non-accountable items, which have a useful life
12 expectancy greater than one incident (e.g., sleeping bags, water handling accessories, tents, headlamps,
13 tools). This property may be permanently marked with an agency-specific marking.
14 Consumable Goods – Consumable goods are items normally expected to be consumed on the incident
15 (e.g., batteries, MREs, plastic canteens, petroleum products). This property is not marked.
16 Trackable Property – Items maintained by a cache that are tracked due to their dollar value, durability,
17 and potential sensitive property classification will be engraved or tagged with a cache identification
18 number. Trackable property does not meet the dollar threshold of accountable property.
1 o Quantity
2 o Description
3 o Property number if the property is accountable or trackable
4 o Receiving incident name, incident order number, and resource order/request number
5 • The SPUL shall report the transfer(s) to the incident agency and to the servicing cache upon
6 completion of the documentation. This process for cache items may be facilitated through an
7 automated program with the cache system.
8 The cache will credit the issuing incident for these items and assign them to the receiver. The fire
9 loss/use report will then reflect accurate numbers for both incidents. Three copies of the documentation
10 are required for: the incident agency (Final Incident Package), the servicing cache, and the SPUL’s
11 records.
12 • Returns from Personnel – Items returned by incident personnel are inspected and compared with
13 the quantities recorded on the original waybill document. Shortages or damages must be noted
14 in the Remarks section on the receipt form.
15 Property Utilization – Issued property/supplies that become unusable should be reported to the incident
16 Supply Unit. The SPUL should identify excess supplies and work with the servicing cache as soon as
17 possible to facilitate return of the items.
18 • Incident Replacement – Incident personnel may replace consumable items at the incident through
19 the Supply Unit. These requests should be processed on an Incident Replacement Requisition,
20 OF-315 (Exhibit 35) or other acceptable form (e.g., General Message Form (OF-213), Saw Parts
21 Order). These requests should be limited to items that are typically expected to be consumed
22 within the timeframe of one incident (i.e., MREs, batteries, saw parts, bar oil). These items can
23 be replaced at the incident or the incident can approve an Incident Replacement Requisition, OF-
24 315 (Exhibit 35) for replacement of items by a cache or at the home unit. Replacement of NFES
25 items not carried by the cache supporting the incident (e.g., Wildland Firefighting Pants, Type II)
26 must be authorized using an Incident Replacement Requisition, and the items should be replaced
27 through the DLA wildland fire equipment program.
28 • Damage/Loss of Government Property – The incident agency should limit replacement to those
29 items that are lost, damaged, or rendered unserviceable on the incident. The individual
30 responsible for or assigned the property is responsible to document loss or damage on the
31 Property Loss or Damage Report Fire Suppression, OF-289 (Exhibit 37 or available
32 electronically at https://www.gsa.gov/forms-library/property-loss-or-damage-report-fire-
33 suppression) or appropriate incident or home unit form(s). The individual is responsible for
34 initiating the form and obtaining support/signature of the incident supervisor. Include witness
35 statements or backup documentation as necessary. The form is then submitted to the COMP or
36 FSC for incident-specific adjudication. Based on the delegation of authority, the final
37 authorization of the claim may come from the FSC, IBA, or other individual as identified by the
38 incident agency. Copies of all reports of loss or damage must be provided to the incident
39 agency.
40 • Government Equipment – The home unit normally adjudicates government equipment (i.e.,
41 vehicles) damage/loss reports to ensure the correct accounting code is charged.
42 Caches may only process requests for NFES items. Requests for non-NFES items should be requested
43 on a separate Incident Replacement Requisition to be processed by the home unit.
1 IMTs or other incident personnel (e.g., IBA) may authorize replacement of non-NFES (non-standard
2 cache) items if delegated authority by the incident agency. If no delegation exists documentation is
3 provided to the incident agency for review and determination. Written documentation is provided to the
4 home unit, if authorized by the incident agency, for the replacement of government property items that
5 have been destroyed or rendered otherwise unserviceable while being used on the incident.
6 Replacement of non-standard items not procured through mandatory sources of supply may be
7 authorized up to a dollar limit identified through these sources; costs beyond this amount should be
8 covered by home unit program dollars. Prototype equipment will not be replaced with suppression
9 funds. The incident agency may require the damaged property be turned in before replacement is
10 authorized.
11 Property numbered items must be carefully tracked and property records documented.
12 • Contractor Property – Contractor owned property (e.g., hose, fittings, personal protective
13 equipment [PPE], tents) may not be replaced through incident supply. The contractor must
14 document damaged or lost property and submit the claim through the PROC or Contracting
15 Officer (COR) for a determination. Do not issue an Incident Replacement Requisition, OF-315
16 to a contractor.
17 • Employee Owned Property – Employee claims from regular federal government employees and
18 federal casuals are covered under the Military Personnel and Civilian Employees Claims Act
19 (reference Chapter 70). Claims from state and local government employees are covered under
20 applicable state regulations.
21 Fire Loss/Use – A goal of property management on incidents is to prevent the loss of property and
22 supplies. To accomplish this goal, IMT and incident agencies should review and follow loss
23 performance guidelines. The IC is accountable for meeting fire loss/use performance threshold. These
24 thresholds are frequently a percentage of the durable property. Fire loss/use rate is defined as all
25 property and supplies lost, damaged, or consumed on an incident.
26 National Incident Support Cache managers monitor incident ordering and returns to ensure stocking
27 levels are adequate to meet current and projected needs. Inventories are established on an average use
28 rate.
29 If the loss of durable items exceeds loss performance guidelines, and it is known prior to the release of
30 the IMT, the IMT will provide documentation of the loss to the incident agency and the servicing cache.
31 Accountable Property – At the end of the incident, all accountable property must be returned to the
32 appropriate owner (e.g., incident agency or local, geographic, or national cache). If accountable
33 property is missing, damaged, or unserviceable, complete the forms as noted under the Damage/Loss
34 section in this chapter.
35 Property Record Reconciliation – The Logistics Section will provide the incident agency with
36 documentation of receipt and return of all accountable and durable property. Differences will be
37 documented on the Property Loss or Damage Report Fire Suppression, OF-289, or appropriate incident
38 or home unit forms.
1 Return of Property – After checking in property (accountable and durable), property management
2 personnel shall inspect all property. If property is damaged to the extent it is not economical to repair, a
3 record must be made of the items, quantities, serial numbers, and agency property numbers. Return all
4 property and supplies to the appropriate locations using an Interagency Incident Waybill, OF-316, or an
5 approved incident document.
6 Clearance – Logistics and Finance/Administration Sections shall coordinate during demobilization to
7 ensure property is returned. An individual’s final time report must not be processed until clearance is
8 obtained from the Logistics Section Chief. If a regular government employee or cooperator is to be held
9 liable for property loss, the Finance/Administration Section will submit the appropriate incident agency
10 Property Loss or Damage Report Fire Suppression, OF-289 to the incident agency for submission to
11 employee’s or cooperator’s home unit. A casual’s deduction will be made on the Incident Time Report,
12 OF-288. A contractor’s deductions will be made on the Emergency Equipment Use Invoice, OF-286, or
13 other established payment document.
14 All Other Property Records – All other property records, such as receipts and issues, must be forwarded
15 to the incident agency for necessary action.
16 Donations
17 The acceptance of gifts is guided by the incident agencies policies. Generally, Federal agencies may
18 accept two types of donations:
19 • Designated or Conditional – are gifts, the acceptance of which is conditioned on adherence by
20 the recipient to specific terms for the use and disposition of the gift that are set by the donor.
21 These are for a specific purpose and are received for work within the agency’s mission, these
22 may be accepted. Designated donations received for work outside the agency’s mission may not
23 be accepted without the approval of the Designated agency Official. Examples of designated/
24 conditional donations that may be accepted include monetary gifts for the maintenance of a
25 specific campground, if the monetary donation is a general request for “planting more trees” that
26 would have to be accepted by the Designated Agency Official.
27 These types of donations typically do not apply during incident response activities.
28 • Undesignated or Unconditional – are gifts for which the donor has established no specific
29 terms for use or disposition by the recipient. The line officer/ IC may accept these items on the
30 agency’s behalf. Examples include water, ice, sports drinks, and supply type items like lumber.
31 Donated funds may not be used to pay for events that are primarily social in nature, such as office
32 holiday parties, purchase of business/ host cards, greeting cards, or travel and subsistence of non-
33 government employees (unless performing a direct service to the Government).
34 For more agency-specific information see USDA DR 5200-003 Gift Acceptance Policy (Dated
35 01/04/2018); BLM 1105- Donations, Solicitation, and Fundraising (Public) (dated 11/19/2019); and
36 NPS Director’s Order #21: Donations and Philanthropic Partnerships.
37 Disposition of excess consumable supplies:
38 The first preference is to return all items to the cache system. Consumable supplies that cannot be
39 returned to the cache system may be donated as excess personal property only to a public body
40 without going through GSA (41 CFR § 102-36.320). A public body is any department, agency,
41 special purpose district, or other instrumentality of a state or local government; any Indian tribe; or
42 any agency of the federal government.
20 Exhibits
21 Exhibit 33 – Interagency Incident Waybill, OF-316
22 Exhibit 34 – Buying Team Incident Waybill, PMS 902-1
23 Exhibit 35 – Incident Replacement Requisition, OF-315
24 Exhibit 36 – Property Loss or Damage Report Fire Suppression, OF-289
24 IMT Coordination
25 The FSC facilitates initial and continued contact with the incident agency Administrative Representative
26 regarding agency requirements and expectations, IFP, and closeout requirements.
27 The IMT is responsible for adequate documentation of all actions taken in relation to business
28 management, resolving problems and issues as they occur, and providing the incident agency with an
29 IFP that will facilitate payments, processing of claims, and resolving outstanding problems. The IFP is a
30 separate and distinct package from the incident records maintained by the Planning Section. The
31 incident agency may require a closeout report be provided by functional area. This report usually
32 provides summarized information by function (e.g., cost saving measures identified and/or implemented
33 by the IMT for use by the incident agency after the IMT is released and the incident is completed).
34 Submission of the IFP in accordance with established guidelines is required prior to release of the IMT.
35 The IMT provides the Administrative Representative with a list of Finance/Administration and Logistics
36 Section members’ home unit addresses and telephone numbers.
37 The Finance/Administration Section attends a closeout session scheduled by the Administrative
38 Representative to review the IFP. This meeting is in addition to the IMT closeout.
1 If the IMT is being released prior to the end of the incident, the incoming Finance/Administration
2 Section, the Administrative Representative, and the departing Finance/Administration Section
3 participate in a transition briefing. The outgoing IMT is responsible to ensure that all documentation,
4 including payment packages, decision documents, and contractor performance evaluations, are complete
5 prior to transfer of command per incident agency requirements.
6 BUYT Coordination
7 BUYTs are ordered by the incident agency and report to the AA or other designated incident agency
8 personnel. BUYTs work with the local administrative staff to support the incident acquisition effort.
9 The geographic area determines the composition of BUYTs used internally. Each geographic area shall
10 train and provide a minimum of one buying team for national dispatch. (Reference the National
11 Interagency Mobilization Guide.)
12 The BUYL coordinates with the incident agency, expanded dispatch, and the IMT to ensure goods and
13 services are purchased in accordance with incident agency policy. The BUYL maintains proper
14 documentation in accordance with the Interagency Buying Team Guide,
15 https://www.nwcg.gov/sites/default/files/committee/docs/ibc-interagency-buying-team-guide.pdf, and
16 incident agency requirements. BUYTs maintain a log and report the purchase of accountable property to
17 the incident agency.
18 BUYTs should not be utilized as de facto payment teams. Incident agencies should order an APT if the
19 incident situation warrants.
1 not limited to: prohibited password sharing, prohibiting unauthorized use of computer systems, adhering
2 to the proper use of the internet. All users of the incident computer system will be held accountable for
3 any unauthorized or inappropriate activity that occurs on a computer under their login credentials.
4 Only authorized computer systems should be taken to an incident. Computer systems may be connected
5 to an incident agency in a controlled and negotiated manner. Once a computer system is released from
6 the incident, it should only be reconnected to the home unit corporate network after meeting home unit
7 agency security standard requirements. Leased or rented systems must have the hard drives completely
8 sanitized of all data using write-over technology before it is returned to the vendor. It is the
9 responsibility of the ITSS to determine what computers are added to the incident network.
10 When e-ISuite is used on an incident the IMT is required to upload the e-ISuite database to the National
11 Data Repository (reference instructions at https://famit.nwcg.gov/applications/eisuite and provide an
12 electronic version to the incident agency in the final incident package with the necessary passwords.
13 The incident agency maintains this copy as the official database. IMT members and incident personnel
14 will not take any database copies with them when leaving the incident. The AA is responsible to ensure
15 the IMT has complied with this requirement prior to release of the team.
22 Exhibits
23 Exhibit 37 – Time Unit Incident Finance Package Guidelines
24 Exhibit 38 – Commissary Incident Finance Package Guidelines
25 Exhibit 39 – Compensation/Claims Unit Incident Finance Package Guidelines
26 Exhibit 40 – Procurement Unit Incident Finance Package Guidelines
27 Exhibit 41 – Cost Unit Incident Finance Package Guidelines
7 Responsibilities
8 Incident agency responsibilities:
9 • Provide a copy of applicable agreements, including associated exhibits, along with annually
10 reviewed operating plans to incident management personnel in order to ensure compliance and
11 avoid misunderstandings.
12 • Negotiate additions or changes to applicable Operating Plan(s) when needed and distribute
13 copies of the modified Operating Plan(s), as appropriate.
14 IMT responsibilities:
15 • Ensure the terms and conditions of agreements, including associated exhibits and operating plans
16 are adhered to (e.g., appropriately, managing and utilizing equipment, personnel, supplies, and
17 documenting costs).
18 FSC responsibilities:
19 • Know the provisions in the agreements have a bearing on incident business management and
20 related record keeping.
21 Formal Agreements
22 Formal agreements include any written document between parties, public or private. Signatory parties
23 must have authority to represent their respective agencies. Agreements specify each party’s
24 responsibilities with respect to mutual objectives and the manner in which such responsibilities will be
25 carried out.
1 Disaster Relief & Emergency Assistance Act. The interagency agreement facilitates the exchange of
2 personnel, equipment (including aircraft), supplies, services, and funds among the federal agencies. A
3 copy of this agreement can be found at https://www.nifc.gov/nicc/logistics/references.htm.
4 • Bureau Level – These are agreements between or among principal sub-units of executive
5 agencies or departments, for example, BLM, FS, BIA, NPS, or FWS.
6 • Area Level – These are agreements between or among regions, areas, or other major
7 geographical subdivisions of federal bureaus.
8 • Local Level – These are agreements between or among forests, districts, parks, reservations,
9 refuges, etc.
13 Process
14 The state may submit a declaration request under the FMAG program to the FEMA Regional
15 Administrator while the fire is burning uncontrolled and threatening such destruction as would constitute
16 a major disaster. A state’s declaration request is evaluated by FEMA in consultation with a “Principal
17 Advisor” from FS or BLM on the threat posed by a fire or fire complex based on the threat to lives and
18 improved property, including critical facilities/infrastructure and critical watersheds. The Principal
19 Advisor reviews and confirms elements of the request. FEMA does not reimburse FS or BLM for the
20 services of a Principal Advisor.
21 Following FEMA’s approval of the declaration request, the state may request funding assistance for
22 eligible activities that include fire management assistance and associated emergency work. Eligible
23 costs may include expenses for camps; equipment use, repair and replacement; tools, materials, and
24 supplies; and mobilization and demobilization activities. Pre-positioning resources may also be an
25 eligible activity. The state reimburses assisting agencies at 100% and, through the issuance of a FMAG,
26 FEMA reimburses the state 75% of these costs. The amount of the FMAG is not determined until all of
27 the costs of the declared fire are calculated and submitted to FEMA.
28 In cases where a state has requested a FMAG declaration from FEMA, incident management personnel
29 may be asked to help state personnel or the Principal Advisor obtain information to support the state’s
30 request. Should an incident be declared a FMAG fire, the state and the IMT work together to ensure
31 existing agreements and cost accounting procedures are adequate to provide a clear, supportable record
32 of the state's share of incident costs. In most cases, the costs need to be identified by operational period.
33 FEMA Fire Management Assistance will be provided only for the eligible incident period identified as
34 meeting the criteria of a threat under the definitions of the Act and the FMAG program. Based upon
35 information provided during or after the incident, FEMA determines the eligible incident period. The
36 beginning of the incident period may vary but it generally ends once the fire is controlled or the
37 imminent threat of a major disaster no longer exists.
38 Detailed fiscal records are essential to identify and substantiate the state expenditures that are eligible
39 for reimbursement under the FMAG program.
40 IMTs should consider the following:
1 • If a state agency is the protecting or responsible agency for lands involved or threatened by the
2 fire, ask the state officials whether a request for FEMA fire management assistance has been
3 made or is contemplated.
4 • If the answer is “yes,” the IC and the FSC should meet with the state officials to establish the
5 cost accounting requirements and documentation required to meet the needs of the state under
6 the FMAG program.
7 • Request copies of all cooperative fire agreements, including associated exhibits and operating
8 plans, between the state and their local and federal cooperators, as well as any cost share
9 agreements.
10 • Make sure all pay documents include the specific incident order and request number(s). FEMA
11 will look for this cross reference when auditing the incident records for reimbursements.
12 Military Involvement
13 Authority
14 The interagency agreement between United States DoD and United States Departments of Agriculture
15 and Interior is published at https://www.nifc.gov/nicc/logistics/references.htm. The information
16 contained in the agreement and Military Use Handbook provides responsibilities, policies, and
17 operational procedures regarding the military’s support to the wildland fire management agencies, which
18 includes request and use of their qualified civilian employees.
19 Responsibility
20 The protocols for activating the military in support of fire emergencies occurring within the continental
21 United States are provided in the Military Use Handbook. The direction contained in Chapter 10 and
22 Chapter 20 provides the necessary information on the deployment and operational use of military
23 resources. Chapter 100 provides incident business management guidelines and procedures.
24 The Military Use Handbook provides detailed information regarding agency personnel support staff
25 interface with the military organization.
1 Chapter 70 – Claims
2 Objective
3 This chapter sets forth procedures governing claims for and against the government.
4 Claims against the government may be filed by any aggrieved person, or his/her authorized agent or
5 legal representative. Claims may be filed for property loss, property damage, personal injury, or
6 death.
7 Claims for personal injury of regular government employees and casuals are processed as outlined in
8 Chapter 10.
9 The government is mandated to collect for damage to, or loss of, its property.
10 Authorities
11 Claims may be processed under authority of the following:
12 Contract Disputes Act of 1978 – Claims arising under, or related to, contracts are settled under the
13 Contract Disputes Act of 1978. Claims under the Contracts Disputes Act may be filed by the
14 contractor against the government or by the government against the contractor, when either party
15 believes it has been harmed by the others actions outside the terms and conditions of the contract. A
16 contracting officer is the only person authorized to settle these claims (Chapter 20).
17 Federal Tort Claims Act (28 USC 1346(b) and 2671-2680) – This Act provides for the filing of
18 claims against the United States for personal property damage or loss, personal injury, or wrongful
19 death caused by the negligent or wrongful acts or omissions of federal government employees while
20 acting within the scope of their employment, under circumstances where the United States, if
21 regarded as a private person, would be liable to the claimant in accordance with the law of the state
22 where the act or omission occurred. Only the USDA Office of the General Counsel (OGC) and the
23 USDI Office of the Solicitor have the authority to settle claims under the Federal Tort Claims Act.
24 Non-Tort Act of May 27, 1930 (Property Damage) (16 USC 574) – This Act authorizes the
25 Secretary of Agriculture to reimburse private property owners for damage or destruction caused by
26 United States employees in connection with the protection, administration, and improvement of the
27 National Forest. The Act provides a maximum amount payable of $2,500. This statute provides
28 relief only when the United States inflicts damage on others in protecting, administering, or
29 improving the National Forest. It is not intended to pay for damages incident to actions taken
30 primarily to meet the needs of the private owner in relief from the same threat or situation facing
31 government property (e.g., extinguishing fires which threaten private property). In order to apply
32 this Act, there must be no negligence on the part of the federal government and damage cannot be
33 due to the sole protection of private property. If either of these two conditions exists, the claim
34 cannot be allowed under this Act and must be considered under the Federal Tort Claims Act. Only
35 appropriately designated officials have authority to settle claims under this Act.
36 Military Personnel and Civilian Employees Claims Act (31 USC 3721.) – Federal regular
37 government employees, volunteers, and casuals may file claims for loss of or damage to personal
38 property, provided possession of the property was reasonable, useful, and proper under the
39 circumstances, and the loss or damage occurred incident to the individuals service. Normally,
40 human resource program enrollees, contractors or employees of contractors, employees of
41 cooperators, state employees or inmates assigned to incidents are not covered under this Act.
42 Interagency agreements should provide that each agency process claims of its own personnel. Only
43 specific individuals have the authority to settle claims under this Act.
1 State Authorities – State procedures regarding claims resolution vary. Contact appropriate state
2 representative for specific guidance and documentation requirements.
3 Responsibilities
4 AA responsibilities:
5 • Ensure procedures outlined in this publication are implemented and followed.
6 • Provide an incident agency claims contact for the COMP.
7 • Provide incident agency guidelines and/or procedures for investigating and processing claims.
8 • Notify the incident agency's legal counsel or other officials as appropriate.
9 • Submit claims from incident personnel based on agency procedures.
10 IC responsibilities:
11 • Manage the overall claims program on the incident.
12 • Ensure claims are investigated and documented.
13 • Initiate an investigation by an independent investigation team, as necessary.
14 FSC responsibilities:
15 • Initiate an investigation of each claim.
16 • Provide recommendations for each claim (approve or deny), along with a statement explaining
17 the basis for the recommendation to the incident agency.
18 • Coordinate with the Safety Officer, other section chiefs, and other incident personnel to ensure
19 all required forms, information, and documentation are obtained.
20 COMP or CLMS responsibilities:
21 • Establish and ensure a system for investigating, documenting, and processing claims is
22 implemented.
23 • Coordinate with incident personnel who may have information pertinent to a claim (e.g., the
24 Ground Support Unit Leader for motor vehicle claims, law enforcement/security personnel for
25 stolen property claims).
26 • Advise potential claimants of the claims process, upon request.
27 Incident personnel responsibilities:
28 • Report to their supervisor any accident, incident, or property damage, which has resulted, or may
29 result, in a claim against or for the government.
30 Supervisor responsibilities:
31 • Report the accident or incident to both the Safety Officer and the FSC.
32 Safety Officer responsibilities:
33 • Coordinate investigations.
34 Contracting Officer responsibilities:
35 • Settle contract claims within their authority and in conjunction with incident agency policy.
1 Claimant responsibilities:
2 • Comply with established incident agency and home unit policies and procedures in filing claims.
3 Claims Investigations
4 All accidents, incidents or property damage which may result in a claim for or against the government
5 must be promptly investigated and clearly reported by a trained investigator or other qualified personnel.
6 Ideally, the investigation is completed by law enforcement personnel in coordination with the Safety
7 Officer. Serious accidents (e.g., fatality or hospitalization of three or more personnel, substantial
8 property damage, or serious personal injury) will normally be investigated by an independent
9 investigation team.
10 Investigations should be made while witnesses are available, before damages have been repaired, and
11 prior to presentation of claims.
12 If a motor vehicle accident occurs on public roads it will be investigated by the appropriate law
13 enforcement agencies and in accordance with jurisdictional agency policy. The Motor Vehicle Accident
14 Report, SF-91, and the Statement of Witness, SF-94 (Exhibits 42 and 43), may be used to document
15 motor vehicle accidents.
16 The incident agency should not commission special Claims Damage Assessment Teams, except in
17 unusual circumstances.
18 Claims Filing
19 A claim shall be deemed to have been presented when an incident agency, home unit, or other
20 designated office receives written notification, accompanied by a claim for money damages in sum
21 certain (for a specific amount) from a claimant, or his/her duly authorized agent or legal representative.
22 Claims may be presented on a Claim for Damage, Injury, or Death, SF-95, for tort claims, agency-
23 specific form for employee claims, or in other written form such as a letter (Exhibit 44).
24 Contract Claims
25 Contract claims (e.g., claims involving the rental of equipment or vehicles) are covered under the
26 Contract Disputes Act of 1978 (reference Chapter 20 Contract Claims).
27 The incident contracting officer can adjudicate contract claims within their warrant authority and limits
28 set by the incident agency. For incident adjudicated claims, the vendor is normally compensated
29 through the Emergency Equipment Use Invoice, OF-286, payment process.
30 Tort Claims
31 The Claim for Damage, Injury, or Death form, SF-95 (Exhibit 44) or other written document, should be
32 provided when requested, when a person states a desire to file a claim, or when a person expresses the
33 opinion that some compensation should be made. The SF-95 should not be volunteered as a routine
34 matter of business.
35 It is the responsibility of private property owners to document and substantiate any claims filed for
36 damage to or loss of personal property. Claimants must determine and initiate their claims without the
37 aid of government employees. They must rely on their own knowledge and records and assume the
38 burden for proving the government negligent and for documenting their losses.
14 Non-Tort Claims
15 Non-tort claims are covered under the Non-Tort Act. Procedures for filing and processing non-tort
16 claims are the same as for tort claims. Incident agency policies should provide direction relative to the
17 payment for immediate repairs to damaged private land outside of the Non-Tort Act (e.g., repairing a
18 wire fence around a water development).
19 Employee Claims
20 Employee claims from regular federal government employees and federal casuals are covered under the
21 Military Personnel and Civilian Employees Claims Act. Claims from state and local government
22 employees are covered under applicable state regulations.
23 Agencies process claims from their personnel according to agency-specific procedures. Agencies may
24 have specific documentation, processing procedures, and/or reimbursement limitations.
25 The incident shall not approve reimbursement or replacement of personal property. If it is necessary to
26 provide personal property to a regular government employee or casual in order for the individual to
27 perform their duties (e.g., personal gear lost in a burnover), the personal property must be provided
28 through the commissary process and a payroll deduction (Chapter 10, Commissary). The individual
29 must file a claim in accordance with home unit procedures to document the loss and request
30 reimbursement.
1 • Specific amount claimed for each item and total amount claimed
2 • Date (month/year) item was originally acquired
3 • Purchase price or value when acquired
4 • Current repair or replacement cost
5 • Statement as to whether lost property was insured, whether claimant filed a claim with insurer,
6 the disposition of the claim, or whether claimant will file a claim with insurer.
7 The claimant must provide documentation to support the written claim. This may include:
8 • Original purchase receipts
9 • Receipt for repair or replacement
10 • Two repair estimates if the item has not been repaired
11 • Copies of catalog descriptions or advertisements of the same or like item(s)
12 • Written statements to support the claim. Claimant’s statement should address whether the
13 possession of property was necessary to the performance of duty. Include statements from
14 individuals with knowledge of the loss or damage, or at a minimum, a statement from someone
15 who can verify the claimant’s possession of the property.
16 • Incident supervisor statement
17 • Photos
18 • Copy of investigation report, if applicable
19 Claims need not be completed at the incident. Claimants will file the claim at their home unit following
20 agency guidelines. Claimants are responsible for obtaining witness and supervisor statements prior to
21 leaving the incident.
8 Government Claims
9 A claim for the government (e.g., a private vehicle damaging a government vehicle) must include
10 documentation to support the claim. Processing should be done in accordance with incident agency
11 procedures and policy. Law enforcement personnel should immediately be notified of incidents that
12 may result in a claim for the government.
16 Claims Processing
17 The IMT will submit all original claims documentation to the incident agency. The incident agency will
18 review for accuracy and completeness and will forward to the appropriate adjudicating official. This
19 includes forwarding employee claims to the employee’s home unit, if different than incident agency.
20 Agencies may have specific documentation, processing procedures, and/or reimbursement limitations.
21 Exhibits
22 Exhibit 42 – Motor Vehicle Accident Report, SF-91
23 Exhibit 43 – Statement of Witness, SF-94
24 Exhibit 44 – Claim for Damage, Injury, or Death, SF-95
25 Exhibit 45 – Employee Claim for Loss or Damage to Personal Property, AD-382
26 Exhibit 46 – Employee Claim for Loss or Damage to Personal Property, DI-570
27 Exhibit 47 – Incident Claims Log
28 Exhibit 48 – Incident Claims Case File Envelope, OF-314
Exhibit 45 – U.S. Department of Agriculture Employee Claim for Loss or Damage to Personal
Property, AD-382
1 Exhibit 46 – U.S. Department of the Interior Employee Claim for Loss or Damage to Personal
2 Property, DI-570
6 Responsibilities
7 AA responsibilities:
8 • Establish cost objectives and actively participate in cost monitoring procedures.
9 • Provide financial oversight and review of incident generated cost data in accordance with the
10 Delegation of Authority and the Wildland Fire Decision Support System (WFDSS).
11 • Establish cost share agreements and determine the cost share period as appropriate.
12 IC responsibilities:
13 • Manage the incident by the most practical and economical means consistent with the resource
14 values threatened.
15 • Provide review and documentation of incident costs per incident agency requirements.
16 • Document cost management actions implemented by the IMT and submit to AA for review and
17 comment.
18 Administrative Representative responsibilities:
19 • Inform or advise incident personnel of accrual requirements and establish procedures for
20 notifying other units of their applicable incident costs.
21 • Ensure validation of incident cost share agreements with master cooperative agreement and
22 agency policy.
23 IBA responsibilities:
24 • Provide advice to the AA if there is a need for cost apportionment personnel or additional cost
25 analysis beyond what the IMT is providing.
26 • Review and/or assist in the development of cost share agreements.
27 • Communicate the AA’s requirements for cost tracking and containment requirements to the IMT.
28 • Provide incident agency-specific cost information to the FSC.
29 FSC responsibilities:
30 • Ensure cost data is submitted to incident agency and included in accrual reports, as required.
31 • Provide resource cost information to the IMT that can be utilized to manage resources,
32 implement cost management measures, and develop costs for strategic alternatives.
33 • Ensure costs are tracked and documented per cost share agreements.
34 • Provide cost projections as appropriate.
35 COST responsibilities:
1 • Develop incident component cost estimates in the absence of a geographic area supplement.
2 • Coordinate with incident cost centers to gather on and off-site cost information.
3 • Develop current and projected incident costs.
4 • Furnish updated cost data on a daily basis to the Planning Section for inclusion in the Incident
5 Status Summary (ICS 209).
6 • Analyze incident resource cost information, including the evaluation and tracking of inefficient
7 and uneconomical operations and communicating information to the IMT through the FSC.
8 • Provide information to the IMT, incident agency, and the agency responsible for payment, as
9 requested (e.g., management information reports, accrual reports).
10 • Prepare and validate cost share information.
11 IMT responsibilities:
12 • Provide cost information on a daily basis to the COST in the manner and within the time frame
13 requested.
14 • Identify areas of incident management activities where cost management measures can be
15 improved and for providing input to the IC.
16 Incident Costs
17 Incident costs are estimated for a number of categories and by a variety of methods. The incident
18 agency determines the level of cost detail required.
19 Cost Categories
20 There are four primary incident cost categories. These may be further sub-categorized depending on
21 incident complexity or incident agency requirements.
22 • Personnel costs include crews, overhead, and other personnel assigned to the incident.
23 • Equipment costs include agency equipment as well as equipment under EERA, IBPA, contracts,
24 and cooperative agreements.
25 • Aircraft costs include fixed-wing, helicopter, and retardant.
26 • Support Costs.
27 o On-site support costs include catering unit, shower unit, mobile laundry, LUAs, and cache
28 supplies, etc.
29 o Off-site support costs include expanded dispatch, BUYTs, APTs, cache personnel, Area
30 Command, transportation to/from incident, etc.
1 Below are examples of on-site costs and where incident-related costs could be obtained:
On-Site Costs Source of Cost Information
Showers, Toilets, Tents, Mobile Laundry Facilities Unit
Caterer Food Unit
LUA, Computer Rentals Procurement Unit or BUYT
Supplies (Local Purchase) BUYT
Agency Provided Medical Care Medical Unit or
Compensation/Claims Unit
Cache Supplies Supply Unit
2 Below are examples of off-site costs and where related costs could be obtained:
Off-Site Costs Source of Cost Information
Expanded Dispatch Expanded Supervisor
Buying Team BUYL
Area Command IBA
Payment Team IBA
Cache Personnel Cache Manager
Rental Vehicles BUYT or local unit
Retardant Bases Air Operations or Tanker Base
Mobilization Centers Mob Center Manager or Unit
responsible for center
Transportation In/Out Manual Calculation
Local Purchases BUYT or local Purchasing Agent
Meal Arrangements BUYT or local Purchasing Agent
Chartered Flights NICC
8 Actual Costs
9 Actual costs may be used when available.
10 Estimated Costs
11 Estimated costs may be developed at the incident by averaging the cost of like resources. This may be
12 done within any of the four cost categories.
13 Composite Costs
14 Composite costing combines methods and categories and is the most efficient, accurate method to
15 determine incident costs.
1 Cost Methods
2 Initial Estimation
3 Initial estimation is generally used during the early stages of the incident to provide a preliminary
4 estimate for reporting purposes. The initial estimate is usually calculated on a per unit basis (e.g.,
5 number of acres, number of personnel, and number of days). The COST should revise the total incident
6 cost as more accurate data becomes available.
21 Spreadsheets
22 There are a variety of automated spreadsheet packages available, generally used to replicate manual
23 accounting and track costs in major categories (e.g., 20 engines, 15 handcrews). Spreadsheets may be
24 available from the geographic area supplement or incident agency.
25 Manual Accounting
26 This involves using standard costs and quantities of resources. These resources can then be tracked
27 daily in a format as displayed in Exhibit 49. Refer to Standard Rate Spreadsheet at
28 https://www.nwcg.gov/publications/902.
1 Cost Analysis
2 Incident cost documentation and analysis are important management tools. It is the responsibility of all
3 incident personnel to have knowledge of and be able to perform their job in the most cost-efficient
4 manner possible. All command and general staff IMT members should continually evaluate their
5 section’s operations to identify and implement cost savings.
6 Exhibit 48 provides some guidelines for the IMT to use to implement cost management measures on an
7 incident. The exhibit includes recommendations on cost assessment procedures, identifies problem cost
8 areas and identifies factors that are generally not cost-effective.
9 Cost Projection
10 Cost projections are developed for both strategic and obligation purposes. These projections can be for
11 a single strategic alternative or multiple alternatives, and should take into account current resources,
12 alternative strategies, and standard costs.
13 Single alternative projections are done by identifying all current resources, applying a projected strategy
14 to reduce the number of resources over the following days (e.g., 5 crews demobilized on day 5, 10 crews
15 demobilized the next day) and applying the standard cost for all resources.
16 Cost projections are most often done to estimate costs for the WFDSS, project costs through the
17 estimated incident duration, and meet incident agency accrual requirements.
1 Cost share agreements must easily be understood and correspond to agency cost accounting/tracking
2 methods in order to facilitate the billing process.
1 • Move Up and Cover Costs – Includes additional costs over and above base salary of
2 “backfilling” agency personnel to meet agency-specific staffing requirements.
3 • Post Incident Rehabilitation Costs – Costs incurred to rehabilitate burned lands, such as seeding,
4 check dam construction, and archaeological mitigation.
5 • Waste, Fraud, and Abuse Costs – Costs resulting from waste, fraud, or abuse.
14 Initial Attack
15 During initial attack, resources are dispatched per preseason agreements or an established operating
16 plan, to a multi-jurisdictional fire.
17 If the incident is controlled with initial attack resources, AAs may agree to cost share some or all
18 resource costs (e.g., dozers or crews working on both areas of responsibility) regardless of which agency
19 dispatched the resources.
26 Acres Burned
27 Costs are shared based on the acreage percentage of the fire within an agency’s protection area. This
28 method is used when agencies’ responsibilities, objectives, and suppression costs are similar.
29 Cost Apportionment
30 The cost apportionment process is a more complex system for identifying agency cost share where
31 incident agencies agree to share costs.
32 • The apportionment method is used to share final incident costs based upon the usage of resources
33 per operational period.
34 • Costs are documented and approved by the IC(s) or other designated incident agency personnel
35 on a daily basis.
1 • Direct costs (e.g., helicopters, crews, airtankers, retardant) are shared based upon assignment in
2 the IAP or actual use. Support costs (e.g., IMT, caterer) are shared proportionally to the direct
3 costs. Agency-specific costs are not shared.
4 Some geographic areas utilize Cost Apportionment Teams (CAT) to assist incident agencies in tracking
5 and documenting incident costs. The CAT should be located at or in close proximity to the incident.
6 The CAT Leader meets with the IC and other IMT members to discuss the apportionment process and
7 documentation requirements. The IC reviews and validates by signature, the daily apportionment
8 records.
9 The CAT may be assigned to the incident and report to the COST or directly to the FSC, or be assigned
10 to the incident agency and report to the Administrative Representative.
1 These guidelines will ensure wildland fire emergency expenditures can be monitored, performance can
2 be measured, and the integrity of incident data can be preserved.
3 Exhibits
4 Exhibit 49 – Standard Rate Spreadsheet
5 Exhibit 50 – Cost Management Measures
6 Exhibit 51 – Sample Cost Share Agreement
7 Exhibit 52 –Sample Cost Share Agreement
1 Property Management
2 • Ensure controls are in place for issuance and return of accountable and durable property (for
3 example, tools, shirts, headlamps, hard hats, and radios).
4 • Ensure approval for purchase of accountable property is in accordance with incident agency
5 policy.
6 • Utilize law enforcement personnel for incident base and property security.
7 Support
8 • Ensure adherence to national contract specifications.
9 • Follow supplemental food approval requirements (reference Chapter 20).
1 10. Fire suppression costs shall be determined from the information supplied in this item. There are
2 several ways to determine the best cost share mix. A, B, and C are typically used on smaller, less
3 complex incidents on lands with similar values and uses; D and E on larger, more complex
4 incidents, such as those with both wildland urban interface and wildlands:
5 a. Each Agency pays for its own resources – fire suppression efforts are primarily on
6 jurisdictional responsibility lands.
7 b. Each Agency pays for its own resources – services rendered approximate the percentage of
8 jurisdictional responsibility, but not necessarily performed on those lands.
9 c. Cost share by percentage of ownership or Agency jurisdictional responsibility.
10 d. Cost is apportioned by geographic division. Examples of geographic divisions are: Divisions
11 A and B (using a map as an attachment); privately-owned property with structures; or
12 specific locations such as campgrounds.
13 e. Reconciliation of daily estimates (for larger, multi-day incidents). This method relies upon
14 daily agreed-to cost estimates, using Incident Action Plans or other means to determine
15 multi-Agency contributions. Reimbursements can be made upon estimates instead of actual
16 bill receipts.
17 The following are not reimbursable:
18 • Responsibility for tort claims or compensation for injury costs.
19 • Non-suppression rehabilitation costs are the responsibility of the jurisdictional Agency.
20 • Non-expendable property purchases will be the responsibility of the Agency making the
21 purchase.
22 • Support costs (e.g., office dispatchers, warehouse workers), unless they are charging to an
23 emergency code assigned to the incident.
24 The cost centers that should be considered in this agreement:
25 • Fireline Resources: Dozers, engines, fallers, transports, water tenders, hand crews, line overhead.
26 • Fire Camp Operations and Support: Overhead, buses, camp crews, communications, food,
27 refrigerator units, showers, toilets, water trucks, cache supplies, rescue/med, camp facility.
28 • Air Support: Helicopters, (with support) air tankers.
29 • Cost apportionment by period (e.g., state mobilization or conflagration, Fire Management
30 Assistance).
31 11. List any specific conditions relative to this agreement, such as: dispatch procedures, one Agency
32 representing another, notifications, incident information, coordinated intelligence, etc.
33 12. Signatures of authorized personnel. List any attachments to the agreement. Give the date of the
34 last revision or former Supplemental Agreement for the same fire.
10 Authorities
11 The authorities for federal agencies to respond to a Presidential emergency or major disaster
12 declaration and other non-fire emergencies are contained in the following:
13 • Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act), P.L. 93-288, as
14 amended – The Act is implemented through the National Response Framework (NRF or
15 Framework). An annual appropriations bill gives federal agencies the authority to reimburse
16 state and local governments.
17 The President, in Executive Order 12148, delegated all functions, except those in Section 301, 401, and
18 409, to the Administrator, FEMA.
19 The NRF uses the foundation provided by the Homeland Security Act, P.L. 107-296 HSPD-5 and the
20 Stafford Act to provide a comprehensive, all-hazards approach to domestic incident management.
21 Nothing in the NRF alters the existing authorities of individual federal departments and agencies. The
22 NRF does not convey new authorities upon the Secretary of Homeland Security or any other federal
23 official.
24 The NRF can be found at https://www.fema.gov/national-response-framework.
25 • The Post-Katrina Emergency Management Reform Act (PKEMRA) – Title VI of the Department
26 of Homeland Security Appropriations Act, 2007, Pub. L. 109-295, 120 Stat. 1355 (2006),
27 clarifies and modifies the Homeland Security Act with respect to the organizational structure,
28 authorities, and responsibilities of FEMA and the FEMA Administrator. PKEMRA also
29 authorizes FEMA, in the absence of a specific request or Presidential declaration, to direct other
30 federal agencies to preposition resources and provide support necessary to save lives, prevent
31 human suffering, or mitigate severe damage (“leaning forward”). In addition to these
32 modifications, PKEMRA made some changes appearing in the Homeland Security Act and the
33 Stafford Act.
34 • The Economy Act – 31 USC 1535-1536 (2005) authorizes federal agencies to provide goods or
35 services, on a reimbursable basis, to other federal agencies when more specific statutory
36 authority does not exist.
37 • Service First Legislation – Public Laws 106-291 and 109-54 authorize the Secretaries of the
38 Interior and Agriculture to make reciprocal delegations of their respective authorities, duties, and
39 responsibilities in support of the Service First initiative agency-wide to promote customer service
40 and operational efficiency. Service First may be used in place or in addition to the Economy Act
41 to expedite interagency cooperation.
1 • The National Emergencies Act – 50 USC 1601-1651 (2005) establishes procedures for
2 Presidential declaration of a national emergency and the termination of national emergencies by
3 the President or Congress.
4 • The Office of Federal Procurement Policy Act – 41 USC 428a (2004) authorizes emergency
5 procurement authorities (1) in support of a contingency operation; or (2) to facilitate the defense
6 against or recovery from nuclear, biological, chemical, or radiological attack against the United
7 States. Also reference FAR Part 18.2.
8 • The Emergency Federal Law Enforcement Assistance Act (EFLEA) – 42 USC 10501 (2006)
9 authorizes the attorney general, in a law enforcement emergency and upon written request by a
10 Governor, to coordinate and deploy emergency federal law enforcement assistance to state and
11 local law enforcement authorities.
12 • National Oil and Hazardous Substances Pollution Contingency Plan. (NCP, 40 CFR 300) – The
13 NCP provides the organizational structure and procedures for preparing for and responding to
14 discharges of oil and releases of hazardous substances, pollutants, and contaminants. The NCP
15 is required by section 105 of the Comprehensive Environmental Response, Compensation, and
16 Liability Act of 1980 (CERCLA), 42 U.S.C. 9605, as amended by the Superfund Amendments
17 and Reauthorization Act of 1986 (SARA), P.L. 99–499, and by section 311(d) of the Clean
18 Water Act (CWA), 33 U.S.C. 1321(d), as amended by the Oil Pollution Act of 1990 (OPA), P.L.
19 101–380. The NCP identifies the national response organization that may be activated in
20 response actions to discharges of oil and releases of hazardous substances, pollutants, and
21 contaminants in accordance with the authorities of CERCLA and the CWA. It specifies
22 responsibilities among the federal, state, and local governments and describes resources that are
23 available for response, and provides procedures for involving state governments in the initiation,
24 development, selection, and implementation of response actions, pursuant to CERCLA. The
25 NCP works in conjunction with the NRF through Emergency Support Function 10 – Oil and
26 Hazardous Material Response.
1 Both the FS and DOI serve as support agencies to other ESFs. Refer to the NRF for the support roles of
2 the various Departments.
3 The Federal Coordinating Officer (FCO) manages and coordinates federal resource support activities
4 related to Stafford Act disasters and emergencies.
5 The FCO and FEMA accomplish many of their tasks through mission assignments given to primary and
6 supporting agencies. FEMA orders ESF assistance through a mission assignment, which identifies the
7 mission and establishes expenditure limitations.
8 For example, the agency could be tasked to accomplish a specific mission such as to operate a receiving
9 and distribution center in support of a particular disaster. The agency would use its available resources,
10 including those available through federal and state agreements, to complete the assignment.
11 Mission assignments are accomplished utilizing resources obtained through established dispatch
12 coordination concepts and processes, referred to in the NRF as the national firefighting mobilization
13 system. The NRF specifies that all requests for firefighting resources are coordinated through the
14 existing national firefighting mobilization system. Procedures established in the National Interagency
15 Mobilization Guide shall be followed in responding to disaster related emergencies under the NRF.
20 Pay Provisions
21 Federal employees responding to all-hazards assignments will follow procedures outlined in Chapter 10
22 of this publication and applicable agency regulations.
1 Hazard Pay
2 Reference 5 CFR 550 to determine if hazard pay is applicable for GS employees. Reference 5 CFR 532
3 for information on environmental differential for wage grade employees. The specific reason for hazard
4 pay or environmental differential must be listed on the Incident Time Report, OF-288, to assist home
5 units in applying pay regulations.
6 Travel
7 Travel is compensable under a Presidential emergency declaration since it results from an event that
8 could not be scheduled or controlled administratively. Provisions outlined in Chapter 10, Travel and
9 Related Waiting Time, apply to Presidential emergency declaration.
10 Compensation for travel to other types of all-hazards incidents will be determined by agencies on a case-
11 by-case basis. Contact your agency incident business representative for current direction.
12 Acquisition
13 Federal employees responding to all-hazards assignments will follow procedures outlined in Chapter 20
14 of this publication and applicable agency regulations.
15 Purchase of Accountable/Sensitive Property
16 Accountable and/or sensitive property purchases should only be made by procurement personnel and
17 must be documented appropriately (reference Chapter 30). Follow agency-specific guidelines as they
18 relate to the purchase of accountable and/or sensitive property. When assigned to an all-hazards
19 incident, purchase documentation and transfer of property must follow the tasking agency’s
20 procedures.
21 Property Management
22 Federal employees responding to all-hazards assignments will follow procedures outlined in Chapter 30
23 of this publication and applicable agency regulations.
24 Business Coordination
25 Federal employees responding to all-hazards assignments will follow procedures outlined in Chapter 40
26 of this publication and applicable agency regulations.
27 Cooperative Relations
28 Federal employees responding to all-hazards assignments will follow procedures outlined in Chapter 50
29 of this publication and applicable agency regulations.
30 Accident Investigation
31 For accident investigation and reporting requirements, please coordinate with the incident Safety Officer
32 and reference agency-specific policy.
33 Claims
34 Federal employees responding to all-hazards assignments will follow procedures outlined in Chapter 70
35 of this publication and applicable agency regulations.
1 Cost Accounting
2 The primary agency is responsible for providing cost tracking and reporting guidelines to incident
3 management personnel.
JUSTIFICATION JUSTIFICATION
Describe the situation(s) that caused the work shift(s) to exceed 16 hours and provide justification(s).
(See reverse for examples)
MITIGATION MEASURES
1. Describe what you did to mitigate the excess hours above (see NWCG Standards for Interagency Incident Business
Management, PMS 902, work/rest policy on the reverse)
Hazard Entitlement to
Description for Hazard/
GS WG Description Activity Comments
CTR/Fire Time Environmental
Sheet Pay
Hazard Entitlement to
Description for Hazard/
GS WG Description Activity Comments
CTR/Fire Time Environmental
Sheet Pay
Flying X Individuals, except GS-2181 pilots, who Limited control flights Yes
are onboard the aircraft during limited
control flights.
Limited Control Flight – Flights
undertaken under unusual and adverse
conditions (e.g., extreme weather,
maximum load or overload, limited
visibility, extreme turbulence, or low-
level flights involving fixed or tactical
patterns) which threaten or severely limit
control of the aircraft. Hazard pay for
flying activities is related to the use of
the aircraft, not the work of the
occupants. Hazard pay is not authorized
for situations such as flying passengers
from a work center to a location to fix
equipment when there are no adverse
conditions that threaten or severely limit
the aircraft.
Hazard Entitlement to
Description for Hazard/
GS WG Description Activity Comments
CTR/Fire Time Environmental
Sheet Pay
Flying-Low- X To be considered a low-level flight, the Low-level missions. (Search & Yes N/A
Level Flight mission must require performance of a Rescue, GPS, mapping, infrared,
substantial part of the flight, other than intelligence gathering, etc.)
landing or taking off, at altitudes of less (helicopter or fixed-wing)
than 500 feet AGL (above ground level)
in daylight, or at less than 1,000 feet at
night.
Hazard Entitlement to
Description for Hazard/
GS WG Description Activity Comments
CTR/Fire Time Environmental
Sheet Pay
Hazard Entitlement to
Description for Hazard/
GS WG Description Activity Comments
CTR/Fire Time Environmental
Sheet Pay
1 * If it meets the definition of the CFR involving fixed or tactical patterns or low-level flying which cannot be mitigated.
1 or replacement IMT and to check on the status and condition of payments processed by the
2 Finance/Administration section. Follow up will also be made following payments to provide information
3 on fiscal, procurement, etc. insights.
4 The Procurement Unit Leader (PROC) is responsible to communicate with the SPUL and Buying Team
5 Leader (BUYL) throughout the incident.
6 The open flow of communication between these parties will facilitate acquisition needs and property
7 tracking.
8 Procurement
9 The incident agency Administrative Representative provides the Finance/Administration Section with
10 the Incident Service and Supply Plan. Incident agency acquisition staff is available to discuss
11 information provided in the plan.
12 Service and Supply Plan to include:
13 • Acquisition Organization Chart including contact work and cell telephone numbers
14 • Emergency Service Providers (include APMC information, if applicable)
15 • List of Emergency Equipment Rental Agreements (EERAS) (The IMT is responsible to request
16 copies EERAs as necessary.)
17 • Supply/Service Vendors (include copies of Blanket Purchase Agreements [BPA])
18 • Local interagency agreements and operating plans
19 • Incident Agency and local unit procurement procedures
20 • Geographic Area Equipment Rates (NWCG Standards for Interagency Incident Business
21 Management, PMS 902, Chapter 20)
22 • Maps–geographical information
23 Many of the normal restrictions on purchasing supplies and services apply when buying for incident
24 operations. Some exceptions exist for emergency incident acquisition (e.g., commissary items and items
25 in lieu of per diem necessary for operating an incident camp). Procurement personnel will consult with
26 the IBA before purchasing such items.
27 Meal and motel tickets will be used and must be signed by both the procurement official and the
28 individual(s) to which issued.
29 BUYT Procedures
30 Initially, incident agency acquisition staff provides acquisition support to the IMT.
31 The incident agency’s Administrative Representative determines the need to resource order a BUYT and
32 may assign incident agency acquisition staff to assist. The BUYT will follow Interagency Buying Team
33 Guide operating procedures and adhere to incident agency policy.
34 The IBA and/or appropriate official consult with the IMT and expanded dispatch regarding BUYT
35 release date.
36 BUYL is responsible to visit the ICP and incident support locations to establish open lines of
37 communication with IMT personnel (e.g., Expanded Dispatch, Logistics Section Chief [LSC], SPUL,
38 and PROC) to determine the ordering process.
1 Property Management
2 The IMT is responsible to cost-effectively manage incident-assigned property, including establishing
3 incident procedures for issuance and return of property.
4 The BUYL coordinates with IMT personnel to ensure tracking of sensitive, accountable property.
5 The IMT is responsible to ensure that property not returned is documented in accordance with incident
6 agency procedures, including, but not limited to vendor invoice deductions, completion of property
7 loss/damage forms.
8 Incident Replacement. All property treated as replacement will be so described on agency-specific
9 forms, Waybill, or left on the incident for rehab or mop up (manifest to the incident unit). All property
10 left on the unit at the close of the incident, will be properly temporarily transferred on the agency’s form.
11 Commissary
12 The incident agency approves the use of agency commissary.
13 The IMT may resource order a national contract commissary. The FSC is designated as the contract
14 commissary Contracting Officer's Representative (COR) and will follow requirements and procedures
15 established in the national commissary contract, including establishment of hours of operation,
16 review/approval of items sold, completion of contractor performance evaluation, invoicing.
17 Compensation for Injury and APMC
18 The IMT Compensation/Claims Unit Leader (COMP) follows paperwork disposition procedures in the
19 SIIBM.
20 All medical services, APMC agreements, physicians, burn center, forms, etc., are included in the Service
21 and Supply Plan that will be given to the Finance/Administration Section. If the plan is not readily
22 available, contact the assigned Buying Unit or incident agency’s acquisition staff for a copy of the
23 information.
24 Information Systems Management
25 The incident agency will provide the requested computer needs available to them. Although the
26 computer system may be used in support of the incident, it remains under the control of the incident
27 agency’s computer specialist and Administrative Representative.
28 Following is a list of (unit name) computer personnel and their contact information.
29 Name Phone
30 Incident Agency Payments
31 A representative from the budget/fiscal acquisition staff will visit Finance/Administration units to ensure
32 accuracy of payment processes.
33 Invoices are to be forwarded to budget/fiscal or acquisition, as soon as completed, to ensure timely
34 payment to vendors and contractors. Hand-deliver invoices upon incident closeout to the budget/fiscal
35 unit. Ensure a Finance/Administration section employee is available to discuss incomplete payments or
36 those requiring additional clarification.
37 Administrative Payment Teams (APT)
38 The IBA, and/or FSC, and incident agency Administrative Representative determine the need for an
39 APT.
1 Normally, the APT will be ordered for incidents expected to exceed 2 weeks in duration and the incident
2 agency cannot provide payment support using regular payment procedures.
3 Prior to processing any payments, the APT meets with the incident agency’s budget/fiscal staff to ensure
4 procedures are in place to avoid duplicate payments.
5 Depending on the length of the incident and size of vendor's operations, partial payments may be made
6 on a case-by-case basis. All payment documents should be submitted as they are closed out for
7 processing.
8 End of Pay Period Time & Attendance Reports
9 The IBA and FSC will determine the most efficient and effective means for processing/communicating
10 pay information to home units at the end of each pay period.
11 Law Enforcement
12 All criminal investigations will be conducted by the assigned criminal investigators and law
13 enforcement officers, and will be supervised by the Agency Law Enforcement Coordinator
14 Name Phone
15 Incident-assigned law enforcement personnel are responsible to complete other types of investigations
16 (claims, motor vehicle accidents, etc.).
17 Closeout
18 The Incident Finance Package will meet the standards outlined in Chapter 40 of the NWCG Standards
19 for Interagency Incident Business Management, PMS 902. The ____________ (unit) also requires the
20 following:
21 1. xxxxx
22 2. xxxxx
23 3. xxxxx
24 The IBA and Administrative Representative will participate in the IMT exit interview. The IBA and
25 Administrative Representative provide input to the AA regarding IMT performance related to business
26 management. A Finance section closeout will be conducted per agency policy.
Cost Log
DATE PERSONNEL AIRCRAFT RETARDANT EQUIPMENT/ DAILY SUPPORT SUPPLY DAILY COST ADJUSTED GRAND
AGREEMENTS SUBTOTAL COSTS COSTS COST TOTAL
A-18
TOOL KIT APPENDIX A
2 One IMT managing The incidents are Utilize complex One database with When establishing Simplifies ordering Supply resources 1) Create separate
multiple incidents complexed function, not merge. parent complex the complex code, and reporting (if will have to be 209 for each
This creates a code and multiple need to associate ordering by ordered and tracked incident within the
complex incident incidents being incidents within that complex). per incident. Or all complex.
with subordinate managed one complex Complicates supply resources are 2) One 209 for the
incidents. The separating costs per ordered with the complex may be
subordinate incident. complex incident created. Incidents
incidents maintain and fire code. with individual 209s
their integrity. should finalize those
209s. IMT may
elect to use one pre-
existing incident
209 (and the same
incident number) or
create a new one
(with new incident
number).
3 One IMT managing The incidents were Resources need to (1) If handle under One FireCode for Required to separate Minimal effect if Create a separate
multiple incidents not complexed be ordered on one database, each incident resources ordering is kept 209 for each
specific incident difficult to manually separate incident.
separate out (2)
Issue of managing
multiple databases
4 One IMT managing Handle merged fires No effect No effect No effect – separate No effect – Supply resources Continue to report
multiple incidents – as separate fires codes maintained Challenge is will have to be separate on
Two or more managing the ordered and tracked individual 209s.
incidents have acreage split & costs per incident.
merged (burned
together)
Effect
# Scenario Issue IROC
e-ISuite FireCode IMT ICBS-R ICS-209
5 One IMT managing Handle merged fires Merge fires in Demob resources No effect – code Accommodate for No effect as long as Aggregate merged
multiple incidents – as single fire system: Choose from non-primary from primary fire new resource order IROC has merged fires on one 209. If
Two or more primary incident, fires and add to utilized numbers and may the incidents and each fire has an
incidents have other incident(s) primary fire with still track fires passed information existing 209,
merged (burned merge into primary new resource individually to ICBS finalize one 209 and
together) – Generates new numbers. If merged use the other for the
resource order in database, cannot new merged fire
numbers to non- split back out (indicate merge in
primary incident without a lot of Remarks on both
manual work. 209 for cross
referencing).
6 Multiple incidents Not complexed – No effect If fires are in one No effect No effect No effect IMTs continue
managed by one same Fire Code and database, very process of 209
IMT to now be Incident Numbers difficult to split into submission for each
managed by are maintained separate databases. fire without
multiple IMTs – interruption.
maintaining
integrity of
individual fires
7 Reorganization or Various options and Can accommodate If fires are in one If a new Fire Code Not difficult Will need individual Complicated for 209
split of a complex or combinations of moving an incident database, very is created, should incident number and reporting.
incident, multiple data management in or out of another difficult to split into document the fire code to process A split of one fire
IMTs (issue: Lose the complex or incident separate databases. updates. Any supply requests. under multiple
integrity of Difficult to keep changes to IMTs: initiate new
individual fires and historic integrity complexes and 209 for one of the
creates issues once the database is associated fires. fires (assuming a
through all fire separated out. 209 already exists
systems) for the pre-split
fire). Indicate split
on both 209s.
A split of a
complex, multiple
IMTs: fires that
previously had
individual 209s
should reactivate
those 209s under
their original
incident numbers.
Or initiate new 209s
under new incident
numbers if none
existed
Effect
# Scenario Issue IROC
e-ISuite FireCode IMT ICBS-R ICS-209
1
8 Loaning resources Various options and Should be Demob resource. If No effect Reluctant to Will be unable to Add and subtract
among IMTs combinations of reassigned resource is not reassign due to credit or charge for resources from
resource and data reassigned, setup losing direct control refurb of items that among the sharing
management (Issue: toe correct incident of resource were loaned to fires on the 209 for
Communication in existing database another incident each incident.
between teams on and report costs to using the “loaned”
reporting time and other IMT. incidents financial
costs – tracking code. Would be
costs) better to reassign or
forward.
9 Incident(s) or Multiple dispatch Assign one No effect Do not create a new No effect No effect as long as Two GAs may
Complex(s) crossing centers (Issue: geographic center Fire Code when fire the incident order agree to split the
geographic areas Which geographic and expanded crosses and fire code does incident between
area and dispatch dispatch – When the jurisdictional not change. them. The IMT
center is hosting the incident is returned boundaries – One must submit a new
incident) to local jurisdiction Fire Code per 209 to the new
make sure it is incident GACC (will require
returned to original a new incident
dispatch center number, but not
necessarily a new
incident name).
Acres, resources,
costs, etc., must also
be split accordingly.
1 All-Hazards Checklist
2 Pre-Incident
3 Copies of Agreements (interagency, joint powers, cost share, cooperative, local, etc.)
4 Copies of Emergency Planning Documents (Pandemic, Hurricane. All-Hazards Response Guides,
5 etc.) that are applicable, if any
6 Geographic Area Supplements
7 Arrival at Incident
8 Participate in any in-briefings regarding the incident response
9 Contact Numbers of Key Agency Fiscal Personnel/Assigned Liaison, if one assigned
10 Incident Agency Business Operating Guidelines
11 Copy of Incident Agency organization chart, telephone list
12 Copy Incident Action Plan (IAP)
13 Copy Wildland Fire Decision Support System (WFDSS)
14 Copy of Delegation of Authority
15 Determine how medical care being handled
16 Procedures for hiring and paying casuals
17 Determine ordering processes in place or anticipated (EMAC, FEMA)
18 Determine who and how incident procurements are being handled
19 Understand expenditure, purchasing, and property restrictions
20 Determine Incident Agency Finance Package Guidelines
21 Determine the need to establish agreements with other federal partners (i.e., incidents on federal
22 lands where another federal agency comes to assist)
23 Local area and state maps
24 Copy of Emergency Support Function, Regional Operations Center, Area Command, Incident
25 Management Team (lMT) and Incident Agency Briefing schedules and conference call times
26 During Incident
27 Incident periods, FEMA declaration time frames *